Administrator/Receptionist - 12 Month Maternity Cover (Gables)

This is a varied administrative and patient-facing role supporting the day-to-day running of a busy GP Practice. A key focus will be processing patient registrations, maintaining accurate patient information and completing a range of administrative tasks.

You will also communicate regularly with patients by telephone, email and face-to-face, respond to enquiries and provide reception support when required. The role involves using a number of computer systems, so you will need to be confident with IT, well organised and accurate, with excellent written and verbal communication skills.

We are looking for someone who is professional, approachable and able to manage a varied workload while providing a high standard of service to our patients and Practice team.

Process

new patient registrations accurately and within agreed Practice timescales.

Check

registration information for completeness and accuracy and follow up missing or

unclear information where required.

Enter

and update patient demographic and registration information accurately on

Practice clinical and administrative systems.

Maintain

accurate and up-to-date patient records, ensuring information is recorded in

the appropriate place.

Process

changes to patient details and other registration-related administration.

Communicate

with patients by telephone, email, text and other approved electronic methods

regarding registration and administrative queries.

Monitor

and respond to relevant Practice email inboxes, ensuring correspondence is

dealt with professionally and within appropriate timescales.

Use

Microsoft Office applications, including Outlook, Word and Excel, confidently

as part of day-to-day duties.

Accurately

input, update, collate and retrieve information using spreadsheets and Practice

systems.

Prioritise

and organise own administrative workload, escalating queries or issues

appropriately.

Provide

administrative support to the wider Practice team as required.

Receive

and welcome patients and liaise with members of the Practice team.

Deal

with telephone, face-to-face and electronic enquiries and direct patients to

the appropriate service or member of the Practice team.

Take

accurate messages and ensure information is passed to the appropriate person

promptly.

Initiate

contact with and respond to requests from patients, colleagues and associated

healthcare agencies and providers.

Communicate

clearly, professionally and sensitively with patients, including where patients

may be anxious, frustrated or have difficulty understanding information.

Maintain

a professional approach to all written and verbal communication.

Process

and distribute paper and electronic correspondence received by the Practice.

outgoing mail, including maintaining appropriate records.

Undertake

computer data entry, data allocation and collation, processing and recording

information in accordance with Practice procedures.

clerical assistance to Practice staff as required, including word/data

processing, filing, photocopying and scanning.

an efficient word-processing service for GPs and health professionals as

required, including typing letters and patient referrals accurately.

Establish

and maintain filing and administrative systems so that written and electronic

information is easily accessible and secure.

File

patient records and correspondence appropriately within patient medical

records.

Assist

with gathering information for QOF, audits and Enhanced Services when required.

Undertake

administrative tasks relating to patient records and document management.

Provide

cover for members of the team during periods of sickness and annual leave.

Undertake

statutory and mandatory training as required.

Perform

any other relevant and reasonable duties requested by the Practice Manager,

Business Support Manager or Partners.

Patient Records

& Practice Systems

Scan

patient-related documents onto the appropriate medical record, applying

appropriate clinical codes in accordance with Practice procedures and guidance.

Record

relevant information regarding the source of documents and ensure information

is accurately recorded within the patient record.

Forward

documents to the appropriate clinician or member of the Practice team for

review or action.

incoming correspondence is scanned and processed within agreed Practice

timescales.

internal paper documents are added to the correct patient record and

subsequently stored or disposed of in accordance with Practice procedures.

Book,

amend and cancel appointments and recalls, ensuring sufficient and accurate

information is recorded.

Monitor

the effectiveness of appointment systems and report any problems or required

changes.

home visit requests, ensuring all relevant information is accurately recorded

and passed to the appropriate person.

Retrieve,

maintain and file patient records and ensure correspondence, reports, results

and other information are recorded against the correct patient.

Ensure

patient records are maintained accurately and appropriately in accordance with

Practice procedures.

Process

repeat prescriptions in accordance with Practice guidelines.

Clear

and re-stock consulting rooms as required.

Prepare

consulting rooms in readiness for each clinical session.

Check

consulting rooms at the end of each session, ensuring they are left tidy,

appropriately stocked and secure.

We are an established training Practice committed to delivering high-quality patient care through a diverse and skilled team, working together to meet the needs of our practice population.

We offer a supportive and nurturing working environment and are committed to the learning and development of all our staff. We embrace best practice and innovative technologies to continually improve our services and the experience of our patients.

You will be joining a friendly and supportive team where your contribution will be valued, your skills respected and your development encouraged.

Qualifications

Essential: - GCSE English & Maths 9 - 3; - NVQ level 2 or equivalent business/admin or customer service experience

Desirable: - NVQ Level 3 Business/admin

Experience

Desirable: - Previous experience working in a GP Practice or healthcare environment.; - Experience of using EMIS, AccuRx or other primary care systems.