Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team
Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies
To assist in providing and developing a high quality, user-friendly, first point of contact information service to all callers to the Practice and other users of the service.
To ensure that all incoming and internal patient correspondence is stored on/in the patients medical record and relevant information is coded.
To be able to locate documents as needed by the clinical and non-clinical staff
To carry out administrative related tasks as delegated by the doctors and non- clinical staff
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
- To provide an efficient, effective and welcoming services to all callers/visitors/ enquirers to the practices
- To assist in providing a flexible, comprehensive high-quality service to all users of the service
- To provide best customer care practice and a positive Practice Image at all times
- Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
- Maintaining and monitoring the practice appointments system
- Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
- To carry out a variety of administrative tasks, you will be the first point of contact with patients either on the telephone or in person and will be required to respond in a friendly manner at all times.
- File notes away when finished
- Empty prescription box in the lobby and write in the post book (postal prescriptions)
- Update the notice board
- File away prescriptions in the collection box
- Opening and processing afternoon post received from Northwick Park Hospital
- Check paper test results against results coming down the link in the patient records
- Book appointment for patients private medicals
- Book blue light ambulances at Doctors request when required
- Contact the hospital for on call Doctor when required if the patient needs to be referred urgently
- Offer assistance (non- medical) to all doctors and nurses when required during the running of their surgeries
- Photocopy documents for the doctors as and when required
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Filing and retrieving paperwork
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Dealing with the clinical waste disposal
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
- To assist the practice manager, Assistant Manager and Reception Managers with all clerical and administrative duties.
- To undertake any other broadly similar activities as the Practice Manager or the Doctors may require from time to time
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- File patient records and correspondence in patient medical records.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinic system in an accurate and secure manner.
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
- Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
- Sort and date stamp all incoming patient-related mail.
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48-hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
Job Types: Full-time, Part-time, Permanent
Pay: From £13.15 per hour
Benefits:
Experience:
- Medical Receptionist: 1 year (preferred)
- Medical Secretaries & Receptionists: 1 year (preferred)
- general practice: 1 year (preferred)
Work Location: In person
