Practice Receptionist & Administrator inWallington inWallington PUBLISHED
TUE 15 OCT 2024
Manor Practice r59yE1m8
The Practice Receptionist & Administrator will work collaboratively with staff to ensure high-quality patient care and customer service while adhering to practice protocols for efficient operations. Key responsibilities include managing appointment systems, updating patient records, processing clinical correspondence, and assisting with administrative tasks related to patient care and safety. The role requires adaptability to quickly resolve issues and may involve other duties as assigned by the Practice Manager or Partners.
We are looking for experienced and non-experienced individuals to join our reception/admin team to support Manor Practice as it continues to develop and grow. This is a great opportunity for someone to join a friendly and dynamic team across 2 sites and provides the opportunity to explore development opportunities in primary care.
This role is likely to be in the region of 16-24 hours pw across 3-4 days. Shifts normally start at 8am and finish at 6.30pm in line with practice opening hours and each shift will normally be for approx 6 hours duration each day worked so either an AM or PM shift. We will also consider a candidate wishing to work full time.
The role is front line patient focused mostly dealing with those presenting in person or by telephone. It also involves some signposting and referring to other services as required and admin work.
Previously unsuccessful applicants should not re-apply.
The post holder will support the practice with reception/admin duties. They will work closely with other staff to deliver high quality care and excellent customer service to patients. They will help create and work to dedicated practice protocols in relation to efficient and effective processes and ensure smooth working at all time. They will be reactive to issues and take steps to help resolve these quickly and efficiently.
About us
Key Tasks and Responsibilities
Reception
Making and cancelling appointments
Docman scanning branch surgery only
Dealing with patient queries in person and by telephone
Signposting or referring to internal and external services
Opening up and closing up of rooms/site
Checking paper/scripts in rooms
Putting up signs on doors for those working having referred to the room rota provided
Checking windows, fans, etc are switched off end of the day and all in accordance with set up and closing down processes provided
Daily fridge temperatures to GPTN in the absence of nurses/HCA
Setting up Bria telephone system and screen daily
Filing and ensuring records are kept in a tidy and ordered state
Processing change of address or updating other details in patients records as advised
Preparing notes for amalgamation and deduction (to then be processed by admin team at main surgery before return to PCSE)
Patient transport booking and coding (first transport only)
Admin
Docman incoming processing (as per managing clinical correspondence protocol)
Docman scanning (usually at main surgery only or to cover at branch if needed)
Docman tasks
Generic email sorting and management
Incoming AccuRx notification processing and online consultation requests
ERS making referrals and oversight of worklists incl A&G
Safeguarding reports and coding
2WWR audit and follow up
Maintenance and update of the death register
Summarising of notes not sent GP2GP (as per summarising policy)
Processing deductions incl deductions/leavers report to LBS
Identification of patients who have moved away and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure removal has taken place
New registrations and setting up new records (please refer to policy for full details)
EMIS workflow tasks (please refer to workflow manager policy for full details)
EMIS tasks from the clinical team and others
Ardens DOB call and recall for long term conditions or other groups
Missing childhood immunisations, reviewing notifications and running Ardens searches and booking patients (please refer to childhood imms policy and protocol for full details)
Monitoring and recall for annual SMI health checks and annual LD health checks
Cytology prior notifications and 3rd recalls via CSMS
Monitoring and f/u for discharged prostate cancer patients
Recoding and f/u of all cancer diagnosis patients at 3 and 12 months
Recording and f/u of all FIT test requests
Entering data and coding information from outside agencies
Attendance at quarterly LD MDT to take minutes and review actions, fortnightly touch base with LD homes by tel or email
Attendance at monthly clinical team meeting to take minutes
Health visitor for under 5 joiners and leavers report monthly (please refer to protocol)
Monthly check of named accountable GP coding (please refer to protocol)
Annual flu, shingles, pneumo recalls incl AccuRx direct booking set up
Processing incoming insurance reports, forms and SARS to iGPR managed system incl invoicing
Care home DES weekly ward rounds and ensuring all relevant f/u
6 week postnatal and 8 week new baby checks and first imms bookings with GP/nurses
Taking direct calls from patients usually 2-4pm
Taking calls to the practice bypass line
Participate in reception duties as required by the practice
This list is not exhaustive and there may be other requirements of this role as required by the Practice Manager and/or Partners.
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