Practice Receptionist & Administrator

The post holder will support the practice with reception/admin duties. They will work

closely with other staff to deliver high quality care and excellent customer

service to patients. They will help

create and work to dedicated practice protocols in relation to efficient and

effective processes and ensure smooth working at all time. They will be reactive to issues and take

steps to help resolve these quickly and efficiently.

Key Tasks and Responsibilities

Reception

Making and cancelling appointments

Docman scanning

Dealing with patient queries in person and by

telephone

Signposting or referring to internal and

external services

Opening up and closing up of rooms/site

Checking paper/scripts

Daily fridge temperatures to GPTN in the absence

of nurses/HCA

Filing and ensuring records are kept in a tidy

and ordered state

Processing change of address or updating other

details in patients records as advised

Preparing notes for amalgamation and deduction

(to then be processed by admin team at main surgery before return to PCSE)

Admin

Admin triage

Docman incoming processing (as per managing

clinical correspondence protocol)

Docman tasks

Generic email sorting and management

Incoming AccuRx notification processing and

online consultation requests

ERS making referrals and oversight of

worklists incl A&G

Safeguarding reports and coding

2WWR audit and follow up

Maintenance and update of the death register

Summarising of notes not sent GP2GP (as per

summarising policy)

Processing deductions incl deductions/leavers

report to LBS

Identification of patients who have moved away

and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure

removal has taken place

New registrations and setting up new records (please

refer to policy for full details)

EMIS workflow tasks (please refer to workflow

manager policy for full details)

EMIS tasks from the clinical team and others

Ardens DOB call and recall for long term

conditions or other groups

Missing childhood immunisations, reviewing

notifications and running Ardens searches and booking patients (please refer to

childhood imms policy and protocol for full details)

Monitoring and recall for annual SMI health

checks and annual LD health checks

Cytology prior notifications and 3rd

recalls via CSMS

Monitoring and f/u for discharged prostate

cancer patients

Recoding and f/u of all cancer diagnosis

patients at 3 and 12 months

Recording and f/u of all FIT test requests

Entering data and coding information from

outside agencies

Attendance at quarterly LD MDT to take minutes and

review actions, fortnightly touch base with LD homes by tel or email

Attendance at reception meeting , clinical meeting to

take minutes

Health visitor for under 5 joiners and leavers report

monthly (please refer to protocol)

Monthly check of named accountable GP coding (please

refer to protocol)

Annual flu, shingles, pneumo recalls incl AccuRx

direct booking set up

Processing incoming insurance reports, forms and

SARS to iGPR managed system incl invoicing

Care home DES weekly ward rounds and ensuring

all relevant f/u

6 week postnatal and 8 week new baby checks and

first imms bookings with GP/nurses

Taking direct calls from patients

Taking calls to the practice bypass line

Participate in reception duties as required by

the practice

This list is not

exhaustive and there may be other requirements of this role as required by the

Practice Manager and/or Partners.

Manor Practice provides primary care services to a patient

population of 12,500 patients based across 2 sites within Wallington. The

Practice is currently experiencing rapid growth and is undergoing a transition

period having merged with another practice.

Manor Practice is a friendly, well organised and thriving Practice

that benefits from a growing patient list size. The GP partners are dedicated

to providing the highest standard of care to their patients and are supported

by an excellent team of salaried GPs, ANPs, nurses, HCAs, Pharmacists, management/operational team, receptionists and administrators.

We also work closely with a number of

other PCN ARRS roles such as FCP Physios, Health & Wellbeing Coaches,

Social Prescribing Link Workers and Mental Health Practitioners.

The Practice is an active member of the Wallington Primary

Care Network and is rated as Good by the Care Quality Commission. We are a forward thinking practice, who

appreciates the need for work/life balance, clinical supervision and support

and we also support flexible scheduling options. Our local Training Hub ensures

our staff have access to excellent training and development opportunities and

portfolio working arrangements.

We are fully engaged with our local Primary Care Networks,

including provision of localised services and we host some of the Sutton

borough extended access services at one of our sites.

Qualifications

Experience

Other Knowledge and Skills

Other