Administrator​/Receptionist

Key Responsibilities

• Docman Workflow Management:
  Process all incoming correspondence received electronically through Docman. Review, categorise and accurately assign documents to the appropriate workflow according to practice protocols.
• Identify urgent or clinically significant correspondence and escalat promptly to the appropriate clinician.
• Ensure correspondence is assigned to the correct patient record and clinician.
• Monitor workflow queues and take appropriate action to prevent delays.
• Ensure documents are coded, filed and actioned in accordance with practice procedures.
• Liaise with clinicians regarding workflow queries or document processing issues.
• Maintain an up-to-date understanding of practice workflow protocols and NHS correspondence processes.
• Assist in the development and review of workflow procedures to improve efficiency and patient safety.
• Support the investigation and reporting of any incidents relating to document management.

• Greet patients and visitors in a professional, courteous and confidential manner.
• Answer incoming telephone calls and deal with enquiries appropriately.
• Book, amend and cancel appointments in accordance with practice procedures.
• Signpost patients to the most appropriate healthcare professional or service.
• Manage patient requests and ensure information is recorded accurately.
• Register new patients and update patient demographic information.
• Process repeat prescription requests in accordance with practice procedures.
• Handle patient enquiries regarding test results, referrals and general practice services.
• Manage incoming and outgoing mail.

• Maintain accurate electronic patient records.
• Scan, file and retrieve documents as required.
• Support administrative projects and audits.
• Assist with data quality and record cleansing exercises.
• Produce reports and information as requested.
• Participate in administrative cover arrangements during staff absence.

• Maintain patient confidentiality at all times.
• Comply with GDPR, Information Governance requirements and practice policies.
• Follow all safeguarding procedures and report concerns appropriately.
• Comply with health and safety policies and procedures.
• Participate in mandatory training and continuing professional development.
• Attend team meetings and contribute to service improvement initiatives.
• Work flexibly to meet the needs of the practice.

Blackpool Teaching Hospitals NHS Foundation Trust

Blackpool Teaching Hospitals NHS Foundation Trust