Receptionist/AdministratorNHS

Job summary

Answer the telephone in a polite and professional manner, taking and passing messages accurately and appropriately.

Administer repeat prescription protocol.

Ensure pathology samples are available for collection

Obtain telephone contacts for doctors and practice nurses on request.

Make routine telephone calls and enquires as required

Process registration applications and deduction of patients, ensuring adherence to the practice patient registration and deduction protocols.

Ensure that all new patients are registered onto the computer system promptly and accurately.

Main duties of the job

Provide full administrative support to patients requesting medical reports etc.

Work with the PM to update practice policies and procedures.

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.

Routine Administrative Support as Required & Competence with Practice Equipment

Provide administrative support to members of the primary health care team.

Photocopying

Scanning

Filing

Tidiness and organisation in the Reception, Admin area

Maintaining the computerised appointment system and helping patients with any queries.

Maintain front of house protocols.

Answer the telephone in a polite and professional manner, taking and passing messages accurately and appropriately.

Administer repeat prescription protocol.

Ensure pathology samples are available for collection

Obtain telephone contacts for doctors and practice nurses on request.

Make routine telephone calls and enquires as required

Process registration applications and deduction of patients, ensuring adherence to the practice patient registration and deduction protocols.

Ensure that all new patients are registered onto the computer system promptly and accurately.

Ensure by regular enquiry, the patient computer records display the current address of patient, the current phone number and that changes of name or address are recorded with regard to Links and according to practice protocols.

Job description

Administrative support

The post-holder will:

Provide full administrative support to patients requesting medical reports etc.

Work with the PM to update practice policies and procedures.

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.

Routine Administrative Support as Required & Competence with Practice Equipment

Provide administrative support to members of the primary health care team.

Photocopying

Scanning

Franking Mail

Filing

Cover for Reception as required

Maintaining the computerised appointment system and helping patients with any queries.

Maintain front of house protocols.

Answer the telephone in a polite and professional manner, taking and passing messages accurately and appropriately.

Administer repeat prescription protocol.

Ensure pathology samples are available for collection

Obtain telephone contacts for doctors and practice nurses on request.

Make routine telephone calls and enquires as required

Process registration applications and deduction of patients, ensuring adherence to the practice patient registration and deduction protocols.

Ensure that all new patients are registered onto the computer system promptly and accurately.

Ensure by regular enquiry, the patient computer records display the current address of patient, the current phone number and that changes of name or address are recorded with regard to Links and according to practice protocols.

Administration of Baby and other Clinics as and when necessary.

Attend and contribute to Practice Meetings

Management of medical records:

Ensure that records are available in the instances of urgent consultation

Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to. Support the summariser/coder as required.

Ensure correspondence, reports, results etc. are filed in correct records

Ensure records are kept neat and tidy, secure and in good repair with all necessary information recorded correctly on the outer cover

Management of appointment system

Ensure total familiarity with all appointment systems including regular and incidental variations

Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record

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

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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to Practice guidelines

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

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training

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 peoples 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 programme 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 teams 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 peoples needs for alternative methods of communication and respond accordingly.

This is not intended to be an exhaustive list of responsibilities, and it is expected that you will participate in a wide range of activities.

About us

We are a dedicated GP surgery serving the local community of Highgate and the wider Birmingham area.Our mission is to provide high-quality, patient-centred healthcare that meets the needs of every individual and family we support. We take pride in offering accessible, compassionate, and continuous care to help our patients live healthier, happier lives.