Administrator / Receptionist

Greet Patients politely and ensure the appointment system is run efficiently. Ensure Patients are kept informed appropriately if a clinician is running late. Advise Patients of relevant charges for non NHS services, accept payment and issue receipts in accordance with our policy. Register new Patients and book in for an NHS health-check if required. Respond to all queries and requests for assistance from Patients and other visitors to the Practice. All visitors to the Practice are correctly signed in and informed of the relevant Fire / Health & Safety requirements Respond to any complaints appropriately and actively seek advice if required to ensure a positive solution is achieved for the Patient. Offer additional Patient services as advised by the Practice Management Team. Be confident where emergency equipment and drugs are located within the building Ensure all Patient noticeboards and communication contains relevant information and are kept updated as required. Ensure that all
documents/supplies required to run the practice effectively are readily available at the start of your shift. Appointment Management Be confident with the EMIS system in booking appointments, and understand the times clinics are available, duration of appointments and the availability of the Clinicians including Nurses and Healthcare Assistants. Successfully Triage each patient ensuring the best care solution is offered. Be confident in Navigating patients effectively based on their needs including Pharmacy and community based services. When an appointment is booked, review and follow up any system messages advising of additional services / reviews that should be offered to the Patient. Ensure sufficient appointments are blocked off for NHS 111 scenarios and Telephone Consultations as required by the Practice. Prescription Management Ensure Prescription Requests are handled effectively in line with our Practice policy Generate electronic prescriptions and repeat prescriptions as required,
ensuring our operating deadlines are achieved. Make regular checks of prescriptions to be collected and follow up appropriately General Administration Ensure all relevant Patient interaction is appropriately and accurately recorded on the Patients electronic file as it occurs. Ensure paper records are kept accurately, tidy and are easily retrievable. Carry out scanning of clinical documents, ensuring accuracy of matching to the Patients record. Ensure efficient storage and handling of scanned letters and documentation for confidential destruction. Retrieve and File documentation and records as required by the Management Team Ensure electronic tasks, internal e-mails and any letters or documents that are assigned to you are actioned within the Practice guidelines and if any task becomes unmanageable or support is required, this should be flagged to the Management Team. Completion of each task should be confirmed to the Management Team. This is particularly important with
Priority tasks and Two week wait referrals where Patient care could be in jeopardy if the task is not followed up and completed correctly. Mail received into the Practice is opened, date stamped and sorted appropriately for onward internal distribution Handle deductions effectively ensuring relevant medical records are transferred appropriately to the receiving Practice. Handle telephone calls in and out effectively and ensure appropriate follow up. Handle incoming medical notes for new Patients and ensure these are managed effectively and filed appropriately. Demonstrate an understanding and adherence to the GP Practice Policies and Procedures. Maintain a clean, tidy and safe working environment at all times. Additional Responsibilities Open up/lock up the Practice as required and ensure all Fire Exits are maintained Carry out and Record the Daily Health and Safety Checks Carry out and Record the Daily Fridge temperatures Ensure all consultation rooms are correctly stocked