Job Description

Offer general assistance to the practice team and project a positive and friendly image to patients and visitors, either in person or via the telephone.

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team. Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

Duties and Responsibilities

Maintaining and monitoring the practice appointments system.

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.

Taking the post at the end of the shift.

Taking messages and passing on information.

Filing and retrieving paperwork.

Filing and retrieving medical records.

Processing repeat prescriptions in accordance with practice guidelines.

Computer data entry/data allocation and collation: processing and recording information in accordance with practice procedures.

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.

Clearing and re-stock consulting rooms as required.

Registering patients onto the computer system.

Deducting patients of the computer system and retrieving medical records to send back to the Health Authority.

Summarizing medical records using the correct read codes.

Providing clerical assistance to practice and Trust staff as required from time to time, includes word/data processing, filing, photocopying and scanning.

Ordering, re-ordering and monitoring of stationery and other supplies.

Dealing with clinical waste.

Provision of refreshments for staff and visitors as required: keeping the kitchen area clean and tidy.

Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Referral letters via choose and book

Scanning letters onto the clinical system

Supporting the nursing team in Quality outcomes Framework

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. Ø 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 careers, practice staff and other health care professions. They may also have access to information relating to the practice as a business organization. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, careers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorize persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety:

The post-holder will assist in promoting and maintaining their own and other’s health, safety and security within the workplace according to guidelines.

Identify 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 maintain 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-judgemental and respects their circumstances, feelings priorities and rights.

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 activates and making suggestions on ways to improve and enhance the team’s performance

Work effectively with individuals in other agencies to meet patient’s needs.

Effectively manage own time, workload and resources.

Communications:

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 careers.

Recognize people’s needs for alternative methods of communication and respond accordingly.

Contributions to the Implementation of Service

The post-holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how policies, standards and guidelines will affect own work.

Participate in audit where appropriate.

Schedule:

• 8 hour shift

Experience:

• Medical receptionist: 1 year (Required)

Administrative Duties:

• Scheduling
• Carrying out requests from management as needed
• Maintaining stock and ordering supplies
• Answering emails and sorting post
• Answering phone calls and transferring them as necessary
• Managing website functions and social media
• Greeting and welcoming visitors

Required Knowledge, Skills, and Abilities

The post holder will participate in any training programmed implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.