Receptionist / Administrator

Reception • Receiving patients, consulting with members of practice team • Handing completed repeat prescriptions to patient and checking names and address. • Be able to cover all reception positions as necessary • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. • Advise patients of relevant charges for private services, accept payment and issues receipts. • Respond to all queries and requests for assistance from patients and visitors. • Ensure that requests for repeat prescriptions are actioned where possible within 48 hours. • Action requests for ambulance transportation as appropriate and book where necessary • Ensure reception and waiting areas are kept neat and tidy. Appointments • To ensure efficiency of appointment system and monitor flow of patients into consulting rooms. • Process appointment requests for today/future appointments from patients by telephone and in person. • Ensure that patients without appointments but need urgent consultations are seen in a logical and non-disruptive manner. • Enter requests for home visits onto computer as they are phoned in, including all relevant information and, where necessary, refer to the Duty Doctor. • Ensure total familiarity with all appointment systems in use, including regular and incidental variations. • Monitor effectiveness of the system and report any problems or variations required Computer • Using the computer when appropriate to access and extract patient information. • Registrations of new patients computer data entry and medical records • Process patients changes of address computer data and medical records (have knowledge of practice area) • Process repeat prescription requests in accordance with practice guidelines • Keeping your assigned computer area clean and report any problems when they arise. Operation of Telephone system • Have working knowledge of telephone system, during and after hours • Receive and make calls as required. Divert calls and take calls as appropriate • Ensure that full details of all incoming calls are correctly logged including signature of person receiving the call when messages are passed on. • Cover for telephonist when necessary • Ensure that the system is operation at the beginning of each day and switched over to the out of hours service at the end of the days surgeries. Administration • Scanning and coding patient documents and information • To have a thorough knowledge of all practice procedures • To work in accordance with written protocols • Retrieve and re-file information/records as required, ensuring that strict filing procedures are adhered to • Ensure correspondence, reports, results etc. are filed in correct order either electronically or manually as required. • Fax and photocopy as requested • Complete audits/reports as requested by team • Patient registrations • Safeguarding Administration Other Tasks • Clear rooms after surgeries where appropriate • Adhere to the practice guidance in relation to the building ensuring building security have thorough knowledge of doors/windows/alarm and personnel safety. • As required make tea and coffee for doctors and staff and ensure that the kitchen area is kept clean and tidy, loading dishwasher at the end of the day and emptying dishwasher after use. • Training team members • Any other tasks allocated by managers Job description Job responsibilities Reception • Receiving patients, consulting with members of practice team • Handing completed repeat prescriptions to patient and checking names and address. • Be able to cover all reception positions as necessary • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. • Advise patients of relevant charges for private services, accept payment and issues receipts. • Respond to all queries and requests for assistance from patients and visitors. • Ensure that requests for repeat prescriptions are actioned where possible within 48 hours. • Action requests for ambulance transportation as appropriate and book where necessary • Ensure reception and waiting areas are kept neat and tidy. Appointments • To ensure efficiency of appointment system and monitor flow of patients into consulting rooms. • Process appointment requests for today/future appointments from patients by telephone and in person. • Ensure that patients without appointments but need urgent consultations are seen in a logical and non-disruptive manner. • Enter requests for home visits onto computer as they are phoned in, including all relevant information and, where necessary, refer to the Duty Doctor. • Ensure total familiarity with all appointment systems in use, including regular and incidental variations. • Monitor effectiveness of the system and report any problems or variations required Computer • Using the computer when appropriate to access and extract patient information. • Registrations of new patients computer data entry and medical records • Process patients changes of address computer data and medical records (have knowledge of practice area) • Process repeat prescription requests in accordance with practice guidelines • Keeping your assigned computer area clean and report any problems when they arise. Operation of Telephone system • Have working knowledge of telephone system, during and after hours • Receive and make calls as required. Divert calls and take calls as appropriate • Ensure that full details of all incoming calls are correctly logged including signature of person receiving the call when messages are passed on. • Cover for telephonist when necessary • Ensure that the system is operation at the beginning of each day and switched over to the out of hours service at the end of the days surgeries. Administration • Scanning and coding patient documents and information • To have a thorough knowledge of all practice procedures • To work in accordance with written protocols • Retrieve and re-file information/records as required, ensuring that strict filing procedures are adhered to • Ensure correspondence, reports, results etc. are filed in correct order either electronically or manually as required. • Fax and photocopy as requested • Complete audits/reports as requested by team • Patient registrations • Safeguarding Administration Other Tasks • Clear rooms after surgeries where appropriate • Adhere to the practice guidance in relation to the building ensuring building security have thorough knowledge of doors/windows/alarm and personnel safety. • As required make tea and coffee for doctors and staff and ensure that the kitchen area is kept clean and tidy, loading dishwasher at the end of the day and emptying dishwasher after use. • Training team members • Any other tasks allocated by managers