Receptionist/ Admin inBirmingham inBirmingham PUBLISHED THU 12 DEC 2024

We are looking for an enthusiastic person to join our team and work along side our other hardworking receptionists.

Your main duties will be to assist patients with making appointments and any queries they may have. You will need to be confident in talking to people face to face and on the telephone. You will need to work over multiple systems like EMIS web and Docman.

You may also be asked to work in the admin office or in our dispensary at short notice.

Full training will be given.

About us

Job Role & Purpose

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Key Duties & Responsibilities

Administration

• To have a thorough knowledge of all practice procedures
• To work in accordance with written protocols
• Pulling/filing notes for surgeries and updating as necessary
• Filing post in medical records
• Photocopy as requested
• Pulling/filing blood/urine sample forms for clinics
• Opening and distributing post
• Accepting and returning deliveries of stock ensuring deliveries are stored appropriately and distributed to the correct area on arrival.
• Scanning and work flowing documents to clinicians practice staff daily

Reception

• Opening and closing the Practice at specified times

• Dealing with patient queries
• Consulting with members of practice team
• Handing completed repeat prescriptions to patients and checking names and address.
• Be able to cover all reception positions as necessary
• Encourage patients to complete practice questionnaires and Friends and Family Test

Dispensary

Assist the dispensary team with checking and handing out prescriptions

Appointments

• Process appointment requests for today/future appointments from patients by telephone and in person.
• Deal with visits/requests
• Telephoning patients
• Deals with visit requests and input visit requests on to appointment system
• Inform clinicians of any late visit requests

Computer

• Registrations of new patients computer data entry and medical records
• Registrations of temporary patients computer data entry and medical records
• Process patients changes of address
• Using Docman efficiently

Telephone

• Have working knowledge of telephone/bleep system, during and after hours
• Cover telephones at all times during opening hours
• Contacting a GP partner for any medical queries between 18:00-18:30

Other tasks

• Clear rooms after surgeries
• Clear waiting room after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm
• Any other tasks allocated by managers
• Cover for colleagues

This is not an exhaustive list and may be revised at any time.

Communication & Relationships

To be an active and engaged team player, supporting Hazelwood and with its aims and objectives.

To actively participate in team meetings.

Performance Standards

Demonstrate a positive attitude.

To deliver against your agreed objectives.

To actively engage in the appraisal process

To be honest and have integrity.

To follow all practice policies and procedures

Confidentiality

While 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. Post-holders must adhere to the following principles:

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 organisation. 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 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, maintaining work areas in a tidy and safe way and free from hazards.

Active reporting of health and safety hazards and infection hazards immediately when recognized.

Keeping own work areas generally clean and assisting the Practice Manager in the maintenance of general standards of cleanliness consistent with the scope of their role.

Undertaking periodic infection control training (minimum annually).

Reporting potential risks identified to the Practice Manager

Equality & 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 the 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.

Job Description Reviews

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 their position. This description will be open to regular review and may be amended in the light of developing or changing services, or as part of an individual performance review process. All members of staff should be prepared to take on additional duties or relinquish existing duties to maintain the efficient running of the practice.