Receptionist/ Administration inBirmingham inBirmingham PUBLISHED TUE 29 OCT 2024

Overall purpose of the role:

Provide general assistance to and work as part of the entire practice team

Project a positive and welcoming image to patients and other visitors, either in person or on the telephone

Receive, assist and direct patients to the appropriate service or healthcare professional in a courteous and practical way

Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of clerical and secretarial support members of the practice team

Support effective communication between patients, members of the wider primary health care team, secondary care, community health teams and all other associated health and social care agencies involved in patient care

Contribute to the amount of reception and admin cover so that it is sufficient that all daily, weekly and regular tasks are and remain up-to-date and patients needs are met

Participate actively in the development and continuous improvement of the practice and the quality of the services to patients and all members of the local health community

Duties may be varied from time to time under appropriate line management, dependent on current and evolving practice workload, staffing levels and necessary internal and external changes:

Maintaining a thorough and up-to-date knowledge of all practice procedures at all times

Opening up/closing and locking-up of practice premises and maintaining security in accordance with practice protocols and equipment

Maintaining and monitoring the practice appointments system, providing feedback on issues arising from appointments

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are suitably advised and/or directed to the most appropriate healthcare professional to meet their need as assessed through accurate two way communication

Processing and distribution of incoming and outgoing mail including trips to the Post Office

Organising, filing and retrieving hard copy medical records and other hard and electronic information as required

Processing repeat prescriptions safely and in accordance with practice protocols

Scanning of patient and non-patient related information

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Managing, maintaining and keeping up-to-date patient registers for childhood immunisations, cervical cytology and any other current public health programmes and ensuring the higher targets are met by the practice

About us

Job responsibilities

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice reception and administration team may include any or all of the items in the following list. Duties may be varied from time to time under appropriate line management, dependent on current and evolving practice workload, staffing levels and necessary internal and external changes:

Maintaining a thorough and up-to-date knowledge of all practice procedures at all times

Opening up/closing and locking-up of practice premises and maintaining security in accordance with practice protocols and equipment

Maintaining and monitoring the practice appointments system, providing feedback on issues arising from appointments and implementing agreed changes/improvements

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are suitably advised and/or directed to the most appropriate healthcare professional to meet their need as assessed through accurate two way communication

Processing and distribution of incoming and outgoing mail including trips to the Post Office

Taking messages and passing on information in an accurate and timely manner with regard to urgency, confidentiality and providing answers/replies wherever appropriate for internal and external two way communication

Organising, filing and retrieving hard copy medical records and other hard and electronic information as required

Processing repeat prescriptions safely and in accordance with practice protocols

Scanning of patient and non-patient related information

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Patient call and recall for the management of long term conditions and for the prevention of disease

Managing, maintaining and keeping up-to-date patient registers for childhood immunisations, cervical cytology and any other current public health programmes and ensuring the higher targets are met by the practice

Working as part of the reception/admin team to deliver enhanced services and all other health quality programmes as required year on year

Initiating contact with and responding to requests from members of the practice team, patients, the wider primary healthcare team and associated health and social care agencies and providers

Adhering to the information governance requirements of the NHS at all times

Providing administrative/clerical assistance as required to include, use of email, the internet, word/data processing, filing, photocopying and scanning

Maintaining a clean, tidy and professional working environment

Keeping all areas of the practice tidy and clear of any unnecessary or out-of-date items in particular in the reception area.

Any other tasks, duties and responsibilities not covered in this job description that are practically and reasonably expected as part of the role in the practice environment at the time