Job Description Receptionist Administrator

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1 New Court Surgery Malvern Job Description Receptionist Administrator Job title: Reports to: Accountable to: Receptionist and Administrator Deputy Practice Manager (1 st line), Practice Manager General Practitioners, Practice Manager, Senior Receptionist and Nursing Staff Job Summary Providing and efficient and friendly reception service for all patients and other visitors to New Court Surgery Providing efficient and effective administrative support to Doctors and other clinical staff at New Court Surgery THIS JOB DESCRIPTION COVERS BOTH GENERIC AND SPECIAL TASKS. Sections A to F are generic and are the primary duties of all receptionist/administrators. Sections G to Z are special tasks which are allocated separately, but which all staff may be required to undertake on occasions with proper instruction. All staff are also allocated as back-up to specific tasks (see notice board in main office). YOUR ALLOCATED SPECIAL TASKS ARE AS FOLLOWS: To be agreed on appointment A Reception Ensuring an effective and efficient reception service is provided to patients and any other visitors to the Practice Deal with all general enquiries, explain procedures and make new and follow-up appointments. Ensuring patients without appointments but need an urgent consultation are given an appropriate appointment. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed Take messages and passing on information to other clinical and administrative team members Monitoring the Practice appointments system and monitor flow of patients into consulting and treatment rooms Opening and closing the reception area in accordance with practice protocols Advise patients of relevant charges for private services, accept payment and issue receipts Keeping the reception well-stocked with stationery and other supplies Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.

2 Handing completed repeat prescriptions to patient after checking their name, address and date of birth Receiving clinical samples from patients Assist in providing basic life support treatment to patients who are taken unwell in the reception area until the arrival of a clinical member of staff Receive payments for private patient charges and issue receipt. B Administration Process telephone requests for appointments, visits and telephone consultations Book appointments and patient recalls ensuring sufficient information is recorded to ensure retrieval of the medical record Provide administrative support to clinical team members Deal with incoming and outgoing post Dealing with requests for DNA tests Entering information into patients records by computer. Initiating contact with and responding to requests from patients, and other health, social care and voluntary organisations Ensuring correspondence, reports and results are filed promptly Undertaking a range of administrative duties including processing mail, word processing, faxing, photocopying, scanning and linking documents including OOH Reports To maintain a thorough knowledge of all Practice procedures and work in accordance of written protocols C Education and development To undertake education and development activities, which will lead to new skills being developed in order to develop services and the team Participate fully as a team member sharing knowledge and information Taking responsibility for maintaining own personal development portfolio D Confidentiality Maintaining confidentiality relating to patients, staff, visitors and practice business Upholding the Caldicott Report principles with respect to the confidentiality of patient identifiable information. Complying fully with the provision of the Data Protection Act 1988 E Health and safety Being aware of your responsibilities placed on employees under the Health and Safety at Work Act (1974) Take care of your own health and safety and that of people who may e affected by what you do Co-operate with others on health and safety, and not interfere with, or misuse, anything provided for your health, safety or welfare. Reporting all clinical and non-clinical accidents or incidents promptly and when requested co-operate with any investigation undertaken.

3 F General requirements of the post Feedback any relevant patient related information to Nurses or Doctors To work effectively with clinical and administrative colleagues at the practice Follow agreed practice policy and protocols including information management Contributing to the development and improvement of services to patients To work within the principles set out in the Practice Statement of Purpose Attend regular meetings with clinical and administrative team To maintain good working relationships with patients, relatives, carers, Primary Health Care Teams, Adult and Community Services and voluntary organisations. Respecting the privacy, dignity, needs and beliefs of patients and carers Acting in a way which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings and rights G Choose and Book Supporting patients and General Practitioners with arranging Choose and Book appointments Dealing with enquiries from hospitals about Choose and Book referrals Identifying and suggesting any changes to improve the Choose and Book system at New Court Surgery H Special Clinics Maintaining the PSA register for the Practice and arranging patient recalls as and when necessary Maintaining the lithium register for the Practice and arranging patient recalls as and when necessary Maintaining the gestational diabetes and glucose tolerance test register for the Practice and arranging patient recalls as and when necessary Maintaining the warfarin, zoladex and NPT (Near Patient Testing) register for the Practice and arranging patient recalls as and when necessary J Managing GP and Nurse Appointment system Liaising with GP's and Nurses about their availability to undertake clinical appointments Putting GP and Nurse appointments onto the electronic clinical appointment system at least eight weeks in advance Advising the Senior Partner of any shortfall of clinical appointments and the need for Locum GP cover Arranging Locum cover

4 K Repeat prescriptions Preparing repeat prescriptions for GP's to sign Dealing with prescription enquiries that other members of staff are unable to answer from patients and local pharmacists Liaising with the Practice-attached pharmacist to identify ways of making savings in the pharmacy budget Identifying and suggesting ways of how to improve the repeat prescription process at New Court Surgery L Chronic Disease Annual Recall Management Working with the Lead GP and Nurse for each clinical area to develop a system for arranging the annual recall of patients for the above clinics L1 Chronic Disease Clinic Management (Diabetes and COPD) L2 Chronic Disease Clinic Management (Mental Health) L3 Chronic Disease Clinic Management (Asthma) L4 Chronic Disease Clinic Management (Learning Disabilities) M Clinical summaries Receiving and checking clinical notes from PCT for newly registered patients. Summarising salient points (from patients previous practice summary and

5 checking through for medications, immunisations, chronic diseases and ongoing problems) and entering data on EMIS. Use of GP2GP. N Linking Linking incoming letters and faxes to patient records O Read Coding Read Coding as necessary (Workflow) P Q R S T U V W X Y Z AA AB AC AD AE AF AG Completion of Childhood Immunisation Returns Managing controlled drugs service users prescriptions and liaising with the Community Drugs Team Arranging Patient Transport as required Arranging Home Oxygen supplies as required Acting as Lead for matters related to Carers, liaising with Carers Association as required Ensuring compliance with Cytology Screening programme Patient Registration Maintaining Register of Deaths Read Coding Breast Screening and HPV forms Book in patients for Minor Ops Surgery as requested Retrieving and filing records as required in alphabetical order Dealing with requests for copies of or access to medical records Dealing with outgoing post Providing administrative support to the End of Life meetings Recording loaned equipment Safeguarding admin Information Governance Lead Business Intelligence monitoring and reporting This Job description is not intended to be exhaustive. It may be subject to a periodic review and amendment in consultation with the post holder. Signed. Post holder Date:.. New Court Surgery Date:

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