Administrator/ Medical Receptionist

ADMINISTRATOR/MEDICAL RECEPTIONIST

RESPONSIBLE TO: Oakleaf Medical Practice Partners

REPORTS TO: Practice Manager

PURPOSE OF ROLE:

To support the Doctors, Nurses and Multidisciplinary Team (MDT) in delivering high standard medical care to our Patients by providing administrative support in our busy GP Practice. We are a ‘paper-light’ Practice which means we use mainly electronic and computer systems.

MAIN RESPONSIBILITIES

1. Reception - Appointment desk – Greeting patients with courtesy and respect; dealing with all personal and telephone enquiries from patients wishing to see a doctor, nurse or MDT professional. Operating & maintaining a computer appointments system for same. Directing patients to the appropriate waiting area on arrival.
2. Reception – Prescription desk - Taking details of prescriptions from patients and processing these on the computer. Co-ordinating the signing of prescriptions by the doctors. Handing out signed prescriptions to patients or their representatives. Dealing with queries that arise regarding prescriptions.
3. Message taking - passing on messages and medical updates to/from clinicians and patients in line with Practice protocols. Contacting health care colleagues and passing on messages from the clinical team. Speaking to, emailing and sending SMS messages to patients.
4. Registration of new patients – providing the correct information regarding the registration process and entitlement to healthcare. Processing registration documents in line with Practice protocols. Liaising with Business Services Organisation to resolve queries about patient registrations, and de-registrations.
5. Processing SARs (Subject Access Requests), insurance reports, solicitor reports and other Medical Records/Reports including printing , copying , emailing etc in line with Data Protection/GDPR regulations
6. Updating patient computer records by means of Change of Address, Change of Name, New Patient details, new medical information, hospital letters, results, reports etc.
7. Typing correspondence including audio typing - letters, referrals, reports, practice posters, etc. as required using Vision Clinical System, CCG, Microsoft Word, Excel, Powerpoint etc.
8. Posting letters, operating internal and external processes for mail.
9. Sorting mail to be scanned and read by the GPs and Work Flow Optimisers. Operate Docman Scanning and EDT Docman – paper and electronic correspondence system. Ensure all action from the GPs is followed through.
10. Operate Electronic Links – test results (Lablinks) & OOH reports system. Ensure all action from the GPs is followed through.
11. Administration of all Clinics run by the Practice, i.e. Baby Clinic, Complex Co-morbidities Clinic, Smear Clinic, Asthma/COPD Clinic and Flu/Covid Vaccination Clinic etc.
12. Telephone duties; deal with all incoming calls from patients, other health professionals, chemists, nursing homes etc: This may include; requests for appointments, home visits, results, prescription queries, booking ambulance transport for patients, booking interpreters, relaying test results outcomes to patients and dealing with various general enquiries.
13. Any other duties appropriate to the grade as directed by the Practice Manager. Full training will be provided for all Duties and on all Computer Systems

Computer Systems include;

• Vision – Clinical system
• Docman – scanning and electronic mail system
• Lablinks – electronic results and OOH reports
• Email, internet, intranet
• Microsoft – Word, Excel, Powerpoint
• CCG – electronic referrals to secondary care
• ECR – link to secondary care services
• Lexacom – audio typing
• Clik Memo –internal messaging system

QUALIFICATIONS/EXPERIENCE

Essential

• Minimum 5 x GCSE (or equivalent) including Maths and English (Grade A-C)

Desirable

• Typing/OCT/Word-processing qualification equivalent to RSA Stage 1
• Previous experience working in a GP surgery
• AMSPAR Medical Secretary Certificate

Duration; Full-time Permanent Posts x 2

Hours: Monday to Friday 8.30am - 6pm on a rota basis total of 37 hours per week

Rate of pay: starting at £12.10 per hour

Pension: Eligible for the HSC Pension Scheme

Holidays/Statutory Days: 22 Holiday days plus 10 Statutory Days Paid per year per wte

Occupational Sick and Maternity Pay Schemes

To request an application form, please click 'Contact Employer'.