Receptionist/Administrative Assistant

The following are the core responsibilities of the receptionist/administration assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• 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
• Action all incoming faxes
• Signpost patients to the correct service
• Process incoming and outgoing mail
• Initiating contact with and responding 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 recall letters as requested
• Process all DNA letters in accordance with current policy
• 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 patients healthcare records as necessary
• Scanning of patient-related documentation and attaching scanned documents to patients healthcare records
• Process requests for information, e.g., 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
• Typing letters, reports and associated documentation as required
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Maintain an accurate referrals database