Patient Care Administrator/Receptionist

General Duties Have a good knowledge and understanding of our repeat prescription procedures and be able to advise patients accordingly. Registering new and temporary patients, including the data entry of any relevant information. Process and action appropriately death notifications. Action tasks set by clinicians via the clinical systems and email. Action all incoming and outgoing faxes and any emails received in to the practices generic email accounts. Open and distribute practice post as instructed and process any outgoing mail as needed. Scanning of patient related documentation and attaching scanned documents to patients healthcare records, this includes mail received electronically via WCCG. To receive incoming and initiate outgoing telephone calls dealing with all queries as they arise in a timely manner. Administrator Duties Ensure that repeat prescription requests from patients, nursing homes and pharmacies are done accurately and efficiently following our protocols. To provide an efficient audio, copy typing and word processing service for all GPs as required. This includes typing of letters, reports, patient referrals and minutes, using Lexacom and WCCG. Deal with requests for information e.g SARS, copies of medical records, insurance, solicitors, DVLA, Jobcentre forms including the receipt of fees for such reports. Process all completed medical reports / forms including attaching invoices and ensuring payment is going to the correct person etc. Deal with GP Links including the amendment and deduction of patients records, GP to GP incoming records, online prescriptions and allocating out of hours reports and test results. Process our internal electronic workflow system and deal with any queries as they arise. Read coding medical data and inputting confidential information into clinical system and computerised medical record of patient. Carry out system searches and complete audits as required. Manage all administrative queries as necessary Reception Duties Answering incoming phone calls, dealing with the patient requests appropriately or transferring them to other team members as required. Greet all patients and visitors to the practice in a polite and friendly manner, signing them in and directing them as needed. Process requests for appointments of all types, including telephone advice and house calls and book appointments in line with our practice policies, utilising the practice systems. Signpost/recommend and refer patients to the correct services. Initiate contact with external agencies as requested e.g. referrals to district nurses. Monitor the practice appointment system, keeping any patients waiting updated if doctors are running late etc. Monitor the wellbeing of patients in the waiting room, including being able to recognise anyone that may require more urgent attention and bring them to the attention of the relevant clinician. Take messages as needed for all other staff members, passing them on using the appropriate messaging tool and ensuring message is received accordingly. Receive deliveries from third parties ensuring that relevant staff members are advised promptly, stock is put away and stored correctly and any relevant paperwork is passed to the appropriate person. Ensure all appropriate paperwork/forms are completed and readily available for the smooth running of clinics. Handle and give out any paperwork to patients as needed including registration forms and change of address forms, ensuring that all paperwork is completed correctly and passed to the relevant people for processing. Process all DNA letters in accordance with our practice protocols. Process our internal electronic workflow system and deal with any queries as they arise. Advise patients of any relevant charges for private services, including handling of monies received and issuing receipts. Access patient tests results, ensuring protocols are followed when giving out results. Complete opening and closing procedures in accordance with the duty rota, including diverting telephones to out of hours when required, following our protocols. Order and monitor stationary/medical supplies, including ensuring there is enough stock in each of the consulting rooms. Other Duties Leave desks/areas tidy at the end of each day. Maintain the Health and Safety of all staff, patients and visitors. Ensure confidentiality at all times. Ensure that the building is secure at all times. Comply and familiarise yourself with the Practices policies and procedures. Ensure all telephone calls are answered promptly in line with our practice protocols and current care standards. Carry out any other duties as reasonably requested by the Doctors, Practice Manager, Deputy Practice Manager, office Manager or Reception Manager. To provide cover for members of the team during periods of sickness and annual leave.