Receptionist​/Administrator

RECEPTIONIST/ADMINISTRATOR JOB DESCRIPTION

We are looking to appoint a Receptionist/Administrator to join our busy GP practices, who will be the first point of contact for arranging patient clinics, liaising with clinical and admin staff together with patients, as well as carrying out general office management tasks.

You will have a good telephone manner and experience of booking appointments proving strong organisational skills.

You will be responsible for the arrangement of clinics, liaising with clinical and admin staff together with patients.

You will manage general administrative duties within the practices and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries and bookings.

You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working in our clinical and administration teams.

Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.

This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality.

IT skills are essential, as you will be regularly creating searches, data input and monitoring our achievements and progress against national, local, and internal targets.

General Administration

• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Processing and distributing incoming and outgoing mail
• Filing and retrieving paperwork
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
• Ordering and monitoring of stationery and other supplies
• Cover sickness/annual leave and work reasonable overtime when required, including some weekends

Perform any other relevant and reasonable duties that may be requested by your team, practice manager or partners.

Undertake statutory and mandatory training as required.

Appointment System Management

• Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record
• Monitor effectiveness of the system and report any problems or variations required
• Deal with home visit requests, carefully noting all details
• Arrange transport to hospital appointments for housebound patients

Medical Records Management

• Ensure that all records are accurately compiled in advance for each consulting session
• Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to
• Ensure correspondence, reports, results, etc., are filed in correct record
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

Consultation Room Preparation

• Clearing and re-stocking of consulting rooms as required
• Consulting rooms prepared in readiness for each consulting session
• Rooms are checked at the end of each consulting session and left tidy and secure

Confidentiality

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times
• Maintain an awareness of the Freedom of Information Act
• 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

Health & Safety

• The post-holder will manage their own and others health &…