Medical ReceptionistAdmin Assistant

Job summary

An exiting opportunity has arisen to join a fast pace, multi-tasking team.

We provide a high standard of care to our 15,000 patients. Everyone in the team contributes to this.

This job will have many different tasks on a daily basis. Full training will be given.

We are looking for a person who is keen to learn new skills, enjoys helping people and can deal with a fast pace of work.

We will provide a full training programme to the successful candidate.

A willingness to help and learn is essential. Good people skills and good communication skills are a key part of this role.

Main duties of the job

Main duties are dealing with patients. We are a busy town centre practice with a large population. Every day is different and there are many different jobs in a day. Full training will be provided in every area.

The ability to stay calm and complete tasks is essential.

The successful candidate will work in different departments within the surgery on a rotational basis. We work as a team and every member of the team needs to be able to support and help colleagues.

Providing excellent patient care is our priority.

About us

The team consists of 9 GP's, 3 nurses, nursing associate, healthcare assistants and a large admin team that support this.

The admin team is a well established team with many years of knowledge and experience.

We place a high importance on adding the right person in to the team.

The whole team from the Doctors down are very friendly, welcoming and supportive. We have regular social activities outside of work.

Job responsibilities

SCOPE AND RANGE

As part of a rota, provide Administrative duties for the health centre up to 5 days a week between 08:00 18:00

Provide administration assistance as required.

Ensure all clinical records (both electronic and paper) are up to date, in chronological and alphabetical order and available to primary healthcare professionals as and when required.

MAIN DUTIES AND RESPONSIBILITIES

• Booking, cancelling and revising appointments for patients for a variety of healthcare professionals within the health centre.
• Registering patient arrivals within the health centre
• Answering the telephone, transferring calls and taking messages
• Taking enquiries and requests for repeat medication from patients
• Keeping waiting area a safe environment for all users
• Dealing with incoming and outgoing post
• Filing patient notes (both electronic and paper)
• Dealing with new and temporary patient registrations
• Ensuring all letters and samples are ready for courier collection
• Updating patient demographic changes on system
• Liaise with other support services when needed.
• Scanning and coding clinical letters
• Any other reasonable duties.

SYSTEMS AND EQUIPMENT

• PC Windows
• NHS email
• Systmone clinical system
• Telephone
• Photocopier
• Scanner

DECISIONS AND JUDGEMENTS

• Prioritising workload according to urgency and appointment sessions
• Confidentiality of patient information is of high importance
• Dealing with late arrivals for appointments and non attendees
• Dealing with enquiries from the public for other departments
• Supporting doctors in administration.

COMMUNICATIONS AND RELATIONSHIPS

• Contacting hospitals and clinics for results
• Contacting patients at the request of primary healthcare
• professionals to make follow up appointments as appropriate and in confidence
• Giving patients results at the request of primary healthcare Professionals.
• Contacting patients who have not attended for appointments and ensuring they are recalled as appropriate.
• Inviting patients for routine review.
• Dealing with repeat medications
• Scanning and coding of clinical letters.

PHYSICAL DEMANDS OF THE JOB

• Good keyboard skills
• Basic computer skills
• Good communication skills
• Pleasant telephone manner
• Good decision maker

MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

• Dealing with difficult patients
• Prioritising workload at times of heavy demand
• Telephone answering

KNOWLEDGE, TRAINING AND EXPERIENCE TO DO THE JOB

• Keyboard skills
• Communication skills
• Telephone skills
• Computer systems

EFFORT FACTORS

PHYSICAL

• Filing and retrieval of paperwork
• Sitting/standing
• Keyboard use
• Telephone answering

MENTAL

Concentration required for taking accurate patient details

Coding clinical letters

EMOTIONAL

Dealing with distressed patients

First point of contact for all communication

WORKING CONDITIONS

Language difficulties

Good

Person specification

Experience

Essential

• Previous experience of working in a busy office/reception area.
• Experience of handling confidential and sensitive information.

Desirable

• Experience working as a GP receptionist.
• Sound understanding of confidential issues.

Qualifications

Essential

• Good standard of general education.

Desirable

• Previous experience of working in a busy office environment.