Administrator/Receptionist

• Providing a friendly and professional first point of contact for patients, both face-to-face and over the telephone
• Booking, cancelling and amending patient appointments
• Directing queries appropriately
• Registering new patients and updating patient records on the clinical system
• Managing incoming and outgoing correspondence, including emails, letters and referrals
• Scanning, filing and accurately maintaining confidential patient information
• Signposting patients to the most appropriate healthcare professional or service
• Supporting clinicians and the wider practice team with administrative tasks
• Maintaining patient confidentiality and complying with NHS policies and procedures

• Knowledge of medical terminology is advantageous
• A background in Admin and Reception work, preferably in Primary Care
• Knowledge of EMIS Web clinical system is desirable

• To work in accordance of written protocols
• Pulling/filing notes as necessary
• Scanning and filing post in medical records
• Dealing with incoming and outgoing internal post
• Photocopy as requested
• Carrying out any reasonable administrative tasks as requested by any member of the primary care team
• Provide holiday/sickness cover for other members of the reception/admin team
• 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
• To chaperone doctors/clinical staff if necessary
• Receiving samples
• Organising the post, both internal and external
• Having an understanding of the repeat prescription process and dealing with queries from pharmacies
• Handling money and writing receipts
• Passing and receiving of confidential information in the right way to other agencies e.g. Hospitals
• Keep the waiting room tidy
• Receive deliveries and pass them onto the correct department promptly
• Have an understanding of the services we offer and directing patients to the right clinician.

• Deal with home visit requests.

• Process patients change of address computer data and medical records (have knowledge of practice area.
• Process repeat prescription request in accordance with practice guidelines.
• Sending tasks/ messages to other members of staff.

• Ensure building security have thorough knowledge of doors/windows/alarm.
• Any other tasks allocated by managers
• Attend staff meetings when requested to do so.

• 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.

• 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
• Reporting potential risks identified.

• 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.

• 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.

• 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.

Desirable

• Practical experience of working with others
• Experience of customer service
• Experience of working within a General Practice Admin and Reception environment
• Practical experience of computerised recording systems

Essential

• Planning and organising
• Performing under pressure
• Adaptability to change
• Team working
• Self motivated
• Flexibility
• Confidentiality
• Awareness of potential conflicts of interest