Receptionist​/Administrator

Rainhill Village Surgery is a welcoming and traditional Practice. The successful candidate will provide excellent customer service and advisory support to patients and visitors to the Practice. You will join a highly effective team who are the face of the Practice. The reception team are friendly and supportive, and you will be offered training on in-house systems that ensure you are a success in this role.

About the Role:

To work as part of a team in a busy office environment. Main aspects of the job involve:

• Dealing with patients in person and on the telephone
• Receiving patients and visitors and dealing with their presenting requirements
• Booking appointments for Doctors and other health professionals
• Accepting requests for letters, reports or prescriptions and ensuring the processing of same
• Accepting and processing new patient registrations and deductions
• Taking and communicating accurate messages from health professionals and other agencies
• Such other reasonable duties, appropriate to the role, as agreed between the post holder and the manager

About the Person:

• Proficient with Microsoft / Outlook software
• Ability to maintain confidentiality and remain calm under pressure
• Ability to prioritise and work to deadlines
• Excellent telephone manner and good interpersonal skills
• Flexibility to cover other shifts/overtime
• Be a team player
• Reliable

Computer skills and customer service skills are essential.

Medical terminology skills and previous experience are desirable.

You will join a highly effective team who are the face of the Practice. The reception team are friendly and supportive, and you will be offered training on in-house systems that ensure you are a success in this role.

The purpose of the role is to:

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of administrative support to clinical staff and other members of the Practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:

• Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
• Maintaining and monitoring the Practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Signposting of patients to appropriate services/clinicians
• Processing and distributing incoming and outgoing mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with Practice guidelines
• Producing blood test forms as directed by clinicians
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Actioning new patient registration requests and completing the transferring out administration tasks for patients leaving the Practice
• Process patients change of address/ name/ telephone number etc.
• Read Coding the information from electronic letters etc. into the Practice clinical system
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Clearing, cleaning and re-stocking consulting rooms as required
• Providing clerical assistance to Practice and Trust staff as required from time to time, including word/data processing, filing, photocopying, and scanning
• Ordering, re-ordering and stock monitoring of stationery and other supplies
• Dealing with clinical waste/ sharps bins
• Provision of refreshments for staff and visitors as required, washing dishes, and keeping the kitchen areas clean and tidy
• Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter
• Receive and document receipt of medical record requests or reports and pass to appropriate clinician. Produce invoice through the clinical system, as advised by clinician, and send off. Document in notes when payments have been received and match up with original request.

Maintain, update, and monitor computerised clinical system

• Ensure all new registrations are entered onto the Emis Web clinical system
• Update the database for all patient change of registration status as notified
• Ensure all…