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Receptionist / Administrator - 24 hours Monday to Thursday from 12.30pm to 18.30pm – Lowfield Medical Centre

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MAIN PURPOSE OF POST: To provide assistance to GPs and practice staff and to provide a point of contact for patients and act as a focal point of communication between patients, GPs and other medical staff.

RESPONSIBLE TO: Practice Manager

MAJOR DUTIES AND RESPONSIBILITIES OF THE POST

ADMINISTRATION

1. Maintain, update and monitor computerised registration database.
2. Monitor stock levels, usage and re-order requirements of stationery and sundry items.
3. Scanning
4. Dealing with solicitors request for notes.
5. Desk top publishing posters, stationery, practice leaflet.
6. Responsible for putting up posters and leaflets.

1. Maintain, update and monitor computerised registration database

1. 1. Ensure all new registrations are entered onto database.
   2. Update database for all patient change of registration status, as such change is advised.
   3. Ensure all transfers off registration database are effected as and when applicable.
   4. Monitor accuracy of registration database as required.

2. Monitor stock levels, usage and re-order requirements of stationery and sundry items

On a regular and ad hoc basis, monitor general usage and re-order requirements for stationery and sundry items. Liaise with practice manager for order or purchase requirements.

3. Scanning

1. To open and sort post according to the protocol
2. To enter all post into the computerised system by means of the relevant scanning machine and software package.
3. Stamping all post and sorting in appropriate GPs post folder.

4. Dealing with solicitors request for notes

1. 1. Prepare patient’s records either for posting by recorded delivery or photocopy first after GPs authorisation.
   2. Print off any relevant previously scanned records
   3. Select, edit and print relevant computerised notes.
   4. Make entry of despatch of notes on patient’s computerised record.
   5. Manage a small petty cash float for postage and packing purposes.
   6. Arrange recorded delivery at post office.

5. Desk top Publishing posters, stationery and practice leaflets

Produce posters as requested, update and print practice leaflets, print and photocopy from masters letterheads, compliment slips, and fax sheets.

6. Responsible for putting up posters and leaflets

On a weekly basis review posters and replace if necessary with new posters approved by GPs. Refill leaflet rack, tidy daily.

RECEPTIONIST

1. Reception Duties
2. Using the appointment system
3. Repeat Prescriptions
4. Preparation of consultation rooms
5. Operation of telephone system
6. Start and end of day procedures
7. Any other delegated duties considered appropriate to the post

1. Reception duties

1. Receive patients with appointments and check them with the computer to ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.
2. Ensure that patients without appointments but who need “urgent consultation” are seen in a logical and non-disruptive manner.
3. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.
4. Advise patients of relevant charges for private services, accept payment and issue receipts for same.
5. Respond to all queries and requests for assistance from patients and other visitors
6. Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to the Duty Doctor.
7. Action requests for ambulance transportation and enter details on appropriate form.
8. Ensure reception and waiting areas are kept neat and tidy.

2. Using the appointment systems

1. Ensure total familiarity with the appointment system.
2. Book appointments and recalls
3. Monitor effectiveness of the system and report any problems or variations required.

3. Repeat prescriptions

1. Receive patients’ requests for authorized repeat prescriptions in writing.
2. With the exception of controlled drugs, prepare a prescription form ready for a doctor’s signature.
3. Ensure that details of the issue of all repeat prescriptions are entered on the appropriate patient records.
4. Where the information received is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action.
5. Provide the point of contact for patients with enquiries relating to repeat prescriptions and ensure follow-up action is taken if the enquiry cannot be resolved immediately.
6. Ensure that problems and queries regarding repeat prescribing are brought to the attention of the appropriate doctor and that follow-up action is taken to resolve such matters.
7. Make regular checks on prescriptions ready for issue and bring to the attention of the appropriate doctor any that are not collected.
8. Any other delegated duties considered appropriate to the post.

4. Preparation of consulting rooms

1. Ensure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and re-stocking as required.
2. Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.

5. Operation of telephone system

1. Receive and make calls as required. Divert calls and take messages as appropriate.
2. Ensure that the system is operational at the beginning of each day and switched over to night service and answer phone operational at the end of each day.

6. Start and end of day procedures

1. Open up premises at the start of day, set alarm to day function and make all necessary preparations to receive patients.
2. Secure premises at end of the day; ensure the building is totally secured, internal lights off, windows closed, computers off and alarm activated.

7. Any other delegated duties considered appropriate to the post

Special requirements of the post

1. An understanding, acceptance and adherence to the need for strict confidentiality.
2. An ability to use own judgment, resourcefulness, commonsense and local knowledge to respond to patients’ enquiries and requests.
3. Keyboard skills, computer literacy preferred
4. Proven accuracy in transcribing information from request to issue of prescription.
5. Ability to work without direct supervision and determine own workload priorities.
6. Excellent communication skills.