Medical Receptionist-Admin inBirmingham inBirmingham PUBLISHED 15 DEC 2023

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
• Deal with all general enquiries, explain procedures and make new and follow-up appointments.
• Receive and make telephone calls as required. Divert calls and take messages.
• Action repeat prescription requests and ensure that they are ready for collection by the patient.

• Enter patient information on to the computer as required
• Ensure correspondence, reports, results etc are scanned and filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
• Use the Docman system to file patients records when received electronically or manually
• Make and serve refreshments, ensure the kitchen is kept clean and tidy and air the waiting room in turn with other staff
• Open up and close the premises
• Ensure that all new patients are registered onto the computer system promptly and accurately
• Undertake any other additional duties appropriate to the post as requested by the Partners, or the Practice Manager.

• Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
  • In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organization. All such information from any source is to be regarded as strictly confidential
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

  Health & safety:

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, wearing the required PPE, maintaining work areas in a tidy and safe way and free from hazards
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified

  Equality and diversity:

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Personal/professional development:

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

  Quality:

  The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources

  Communication:

  The post-holder should recognize the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognize peoples needs for alternative methods of communication and respond accordingly

  Contribution to the implementation of services.

City Road Medical Centre is a GP practice looking for a part-time or Full-time receptionist and administrator to join our friendly team. The successful candidate should be flexible and provide excellent customer service. You will be the first point of contact for all patients and should be kind , attentive and willing to help. The ideal candidate should be able to multi task and work as part of a team and positively contribute to our culture. Previous experience in General practice will be considered however it is not required and training will be provided. Any previous customer service experience would be beneficial to this role.

Main duties of the job

Reception

• Receiving patients consulting with members of practice team
• Handling forms completed for or from patients and checking all relevant information is correctly completed and handed to the correct patient.
• Be able to cover all reception positions as necessary
• Process appointment requests for appointments from patients by telephone and in person.
• Process online patient forms

Administration

• To have a thorough knowledge of all practice procedures.
• To work in accordance of written protocols
• Pulling/filing notes for surgeries and update as necessary
• Filing letters in medical records
• Registrations of new patients - computer data entry and medical records.
• Process patients change of address computer data and medical records (have knowledge of practice area).
• Process repeat prescription request in accordance with practice guidelines.
• Process tasks in a timely manner delegated by the clinical team following practice guidelines.

Other Tasks

• Ensure building security have thorough knowledge of doors/windows/alarm.
• Any other tasks allocated by manager.