Job Description
Stockwell Lodge Medical Centre
Job Description
Job Title:
Receptionist/Administrator
Responsible to:
Nominated Senior Administrator
Accountable to:
Practice Manager
12 Months Fixed Term Contract, (renewable for another 12 Months)
JOB SUMMARY
To be responsible for undertaking a wide range of administrative duties which include registering patients, booking appointments, ensuring all information is managed correctly, filed and followed up accordingly. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the practice.
MAIN DUTIES AND RESPONSIBILITIES
1. Reception Duties
a) Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely.
b) Answer all incoming phone calls from patients and other healthcare professionals. Divert them as appropriate, and/or take and pass on messages.
c) Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary.
d) Make/cancel/rearrange appointments via the clinical system.
e) Support and assist clinicians as required.
f) Arrange interpreters as necessary.
g) Ensure up to date patient information is recorded.
h) Give test results where appropriate.
i) Deal with requests and completed medical reports. Including the receipt of fees for such reports.
j) Daily preparation of clinical rooms at the beginning and end of the day.
k) Keeping tidy the workspace and waiting area.
l) Each morning, open premises, do security and heating and ventilation checks.
m) Each evening, perform the lockdown procedure, set alarms and lock premises.
n) For an 0800 hrs start, ensure the pedestrian gate is open, computers switched on including patient check-in system, reception desk is prepared, filling system and open the phone lines
o) For an 2000 and 1830 hrs close ensure all rooms are checked and locked appropriately, phones are switched off to out of hours as instructed by surgery.
2. Clerical Duties
a) Ensure that repeat prescriptions are done accurately and efficiently following protocol.
b) Deal with GP Links including the amendment and deduction of patients’ records.
c) Monitor incoming electronic test results to ensure prompt review by clinicians.
d) Data entry of new and temporary registrations and relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters.
e) Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary.
f) Retrieve paper notes from storage unit as requested.
g) Photocopy documents as required.
h) Deal with referrals to primary and secondary care.
i) Action tasks set by clinicians via the clinical systems and email.
j) Open, stamp and distribute practice post as instructed.
3. Data Duties
a) Reviewing medical records of new patients, inputting and summarising medical history.
b) Registering patients.
c) Read coding medical data into clinical system and computerised medical record of patient.
d) Set up and run clinical searches.
e) Interrogate data for audit purposes.
f) Maintain the appointment system and set up templates in order to do so.
g) To provide and maintain information required for public health targets. This will include data checking and liaising with the clinical team to improve performance.
h) Take part in practice performance related to recalls for patients. This will include maintaining an up to date register and working on improvement.
4. General Duties
a) Be involved generally in the maintaining and encouraging of adequate security measures e.g. locking doors, setting security alarm where relevant.
b) Leave desk tidy at the end of each day.
c) Maintain the Health and Safety of all staff, patients and visitors.
d) Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity with the agreement of the Practice Manager.
e) Comply and familiarise yourself with the Practice’s policies and procedures.
f) Carry out any other duties as reasonably requested by the Doctors, Practice Manager or Deputy Practice Manager.
JOB DESCRIPTION REVISION
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post holder commensurate with the position. The responsibilities may be amended, after discussion with the post holder, to take into account the development of both the post and the practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the effective running of the practice.
Stockwell Lodge Medical Centre
Person Specification
Job Title:
Receptionist/Administrator
Recruiter:
Senior Receptionist / Practice Manager
Date:
June 2021
Qualifications
Essential
Desirable
Assessment Method
Good standard of general education
ü
A
GCSE Mathematics C or above
ü
A
GCSE English C or above
ü
A
Experience
Essential
Desirable
Assessment Method
Experience of working with the general public
ü
A, I
Experience of reception work
ü
A, I
Experience of working within General Practice
ü
A, I
Skills
Essential
Desirable
Assessment Method
Excellent communication skills (Written and Oral)
ü
A, I
IT skills
ü
A, I
Clear, polite telephone manner
ü
A, I
Time Management and the ability to work to deadlines
ü
A, I
Problem solving skills
ü
A, I
Interpersonal skills
ü
A, I
Behaviours
Essential
Desirable
Assessment Method
Smart, polite and confident
ü
A, I
Planning and organising
ü
A, I
Performing under pressure
ü
A, I
Adaptability
ü
A, I
Using initiative
ü
A, I
Team working
ü
A, I
Self motivated
ü
A, I
Flexibility
ü
A, I
Confidentiality
ü
A, I
Knowledge
Essential
Desirable
Assessment Method
Knowledge of SystmOne
ü
A, I
JD review date
Reviewed by
This document should be reviewed every 12months
12.11.2014
Sherine Sallion (Practice Manager)
01.01.2016
Sherine Sallion (Practice Manager)
June 2021
Emma Parker (Practice Manager)
Job Types: Part-time, Fixed term contract
Contract length: 12 months
Part-time hours: 26.25 per week
Salary: £10.42 per hour
Benefits:
- Company pension
- On-site parking
Schedule:
COVID-19 considerations:
All staff and customers are required to wear facemasks, work spaces are cleaned regularly. You will be required to have vaccinations for Hepatitis B and COVID-19 if you have not had them already.
Work Location: In person
Expected start date: 05/06/2023
Apply
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