Receptionist​/Administrator

Rosemead Surgery is a friendly supportive practice . We are currently looking for a Receptionist /Administrator You will need to have excellent comminication skills and a passion for helping people, and to be able to stay calm under pressure . Previous experience of working in general practice would be a distinct advantage along with a knowledge of the EMIS Clinical System.

Please note only shortlisted candidates will be contacted. The duties and responsibilities of the role are varied and can change from time to time with direction of the Assistant Practice Manager or Practice Manager. These will included maintaining and monitoring the practice appointment system. Processing requests for appointments , visits and telephone consultations and ensuring callers are directed to the appropriate health care professional.

Processing repeat prescriptions in accordance with practice guidelines.

• It is the responsibility of each receptionist to assist in the smooth running of the Practice in general, and the reception area in particular, and to project a positive and friendly image to our patients and other professionals who may contact us either in person or via the telephone.
• To facilitate patients accessing the clinical care provided by the practice.
• To support the GPs and Nurses in providing that care.
• To act as first point of contact for anyone accessing the practice.

• To ensure that all visitors and telephone callers to the practice are greeted professionally.
• To ensure all telephone calls are managed appropriately.
• To manage the flow of patients arriving at the reception desk, for appointments, prescriptions, or queries.
• To ensure the clinical staffs receive medical records as requested.
• To ensure that repeat prescriptions are generated accurately and efficiently, within the 48 hours specified by the practice.

• Reception duties:
  • Greeting and booking in or patients for surgeries and clinics.
  • Dealing with patient enquiries efficiently and courteously.
  • The receiving and recording of telephone messages taking appropriate action.
  • Making appointments on EMIS Clinical System, by processing appointment requests for today, future appointments from patients in person and on the telephone.
  • Ensure eConsults are processed daily and assigned appropriately.
  • Ensure patients are signposted to relevant services, e.g. St Marks Hospital, local pharmacy, Social Prescriber, First Contract Physio etc
  • Ensure all tasks are actioned and completed.
  • Processing prescriptions repeats and filing for collection within 48 hours.
  • Advising patients of relevant charges for private services
  • Receiving specimens from patients ensuring all their details have been recorded whilst following Health & Safety policy.
  • Tidying waiting room after surgery, ensuring premises are kept tidy between visits from the cleaning staff, tidy and sort magazines and leaflets, discarding old and damaged items as necessary.
• Administration duties:
  • To have a thorough knowledge of all practice policies and procedures
  • To work in accordance with written protocols
  • Provide administrative support for clinical staff.
  • Filing patient records and correspondence when necessary.
  • Opening and distribution or practice post.
  • Registering new patients following the Registration Protocol.
  • Scanning of documents onto the medical system.
  • All scanning should be cleared daily.
  • To send letters to patients as necessary.
  • Changing details on EMIS i.e. Change of address, telephone numbers etc.

• Cover for other Reception team members for sickness and annual leave.
• Ensuring building security/premises at the end of the day and ensure the building is totally secured, internal lights off and alarm activated.
• To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice.

While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers.

They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to…