Receptionist / Administrator

STEPHENSON PARK HEALTH GROUP ADMIN TEAM - JOB DESCRIPTION JOB TITLE: PRACTICE ADMINISTRATOR / RECEPTIONIST Main Duties and Responsibilities JOB SUMMARY: To be responsible for undertaking a wide range of administrative duties. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the practice. Job Responsibilities: • Ensure an effective and efficient administration service is provided to patients and any other visitors to the practice • Action tasks set by clinicians via the clinical systems and email • Ensure accurate data recording • Manage the appointment system as per Practice policy • Deal with all general patient enquiries, explain procedures and make new and follow-up appointments. • use judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen as per Practice policy for urgent appointments • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery via the computer system. • Oversee and supervise the waiting area and ensure that any delays to patient appointment times are explained. • Collate notes as per Practice policy • Action all personal tasks or appropriate group tasks in a timely manner • Enter requests for home visits screen, ensuring careful recording of all relevant details and where necessary refer to On-Call Doctor.
Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. • Enter patient information on to the computer as required. • Patient computerised notes and correspondence: • Ensure appropriate information and or contacts are noted on patient records • Ensure correspondence, reports, results etc are scanned and appropriately filed promptly and in the correct records. • Where appropriate code information contained within correspondence • Premises: • Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
When last to leave at the end of the day, ensure that the building is totally secured, all windows are shut, internal lights are off and the alarm activated. • Ensure that all new patients are registered onto the computer system promptly and accurately • Undertake any other additional duties appropriate to the post as requested by the Branch Manager Confidentiality: • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation.
All such information from any source is to be regarded as strictly confidential • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. • Comply with Information Governance. Health & Safety: The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include: • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks • Making effective use of training to update knowledge and skills • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards • Reporting potential risks identified. Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: • Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development: The post-holder will participate in any training program implemented by the practice as part of this employment, such training to include: • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. Quality: The post-holder will strive to maintain quality within the practice, and will: • Alert other team members to issues of quality and risk • Assess own performance and take accountability for own actions, either directly or under supervision • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance • Work effectively with individuals in other agencies to meet patients needs • Effectively manage own time, workload and resources. Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: • Communicate effectively with other team members • Communicate effectively with patients and carers • Recognize people’s needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services: The post-holder will: • Apply practice policies, standards and guidance • Discuss with other members of the team how the policies, standards and guidelines will affect own work • Participate in audit where appropriate.