Medical Receptionist / Administrator

Office duties will be required to support existing staff and clinical team. Dealing with the patients and other healthcare professionals on a day to day basis.

Exciting opportunity for someone who would like to work in the medical administration field. Friendly supportive team and training opportunities available.

Main Duties of the Job

• Answering telephone calls
• Emails
• Dealing with patients / queries face to face via the desk
• Prescriptions
• Scanning / Photocopying
• Using EMIS clinical system
• Other office duties as required

Job Title

Medical Receptionist

Line Manager

Practice Manager

Accountable to

Practice Manager

Job Summary

To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing information (electronic and hard copy) and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Mission Statement

Kingstanding Circle Surgery is committed to providing and delivering the highest standard of healthcare to the patients of the practice and the local community, through the provision of personal medical services and interaction with NHS England.

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Primary Responsibilities

• Maintaining and monitoring the practice appointment system
• Process personal, telephone, and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately
• Signpost patients to the correct service
• Process incoming and outgoing mail
• Initiate contact with and respond to requests from patients, team members and external agencies
• Process referrals to external agencies such as secondary care using the electronic referral system (ERS)
• Process calling letters as requested
• Process all DNA letters in accordance with current policy
• Read code data on EMIS Web
• Photocopy documentation as required
• File and store records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patient healthcare records as necessary
• Scanning of patient related documentation and attaching scanned documents to patient healthcare records
• Process requests for information i.e. SAR, insurance/solicitors letters and DVLA forms to the administrative team
• Manage all queries (including administrative queries) as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested

Secondary Responsibilities

• Partake in audit as directed by the audit lead
• Produce meeting agendas and record the minutes of meetings
• Support administrative and reception staff, providing cover during staff absences
• Complete opening and closing procedures in accordance with the duty rota
• As required support other staff in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
• Ordering and monitoring of stationery supplies

Qualifications

• Educated to GCSE level or equivalent
• NVQ Level 2 in Health and Social Care desirable
• Experience of working with the general public
• Experience of administrative / receptionist duties
• Experience of working in a health care setting
• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinkerHigh levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.