Job summary
To provide assistance to GPs and practice staff and to provide a point of contact for patients and act as a focal pointof communication between patients, GPs and other medical staff.
Main duties of the job
1. Reception Duties
2. Using the appointment system
3. Repeat Prescriptions
4. Preparation of consultation rooms
5. Operation of telephone system
6. Start and end of day procedures
Any other delegated duties consideredappropriate to the post
Administrative duties
1. Maintain, update and monitor computerisedregistration database.
2. Monitor stock levels, usage and re-orderrequirements of stationery and sundry items.
3. Scanning
4. Dealing with solicitors request for notes.
5. Desk top publishing posters, stationery,practice leaflet.
6. Responsible for putting up posters andleaflets.
About us
We are a busy NHS Training Practice in the centre of Dartford with approx 7,000 patients. We have 4 General Practitioners, 2 Practice Nurses an HCA and 10 members of staff within the Management, Secretarial, Reception and Administrative Teams.
Job description
Job responsibilities
MAJOR DUTIES AND RESPONSIBILITIES OF THE POST
ADMINISTRATION
1. Maintain, update and monitor computerisedregistration database.
2. Monitor stock levels, usage and re-orderrequirements of stationery and sundry items.
3. Scanning
4. Dealing with solicitors request for notes.
5. Desk top publishing posters, stationery,practice leaflet.
6. Responsible for putting up posters andleaflets.
1 Maintain, update and monitorcomputerised registration database
(i)Ensure allnew registrations are entered onto database.
(ii)Updatedatabase for all patient change of registration status, as such change isadvised.
(iii)Ensure alltransfers off registration database are effected as and when applicable.
(iv)Monitoraccuracy of registration database as required.
2 Monitor stock levels, usage andre-order requirements of stationery and sundry items
On a regular and adhoc basis, monitor general usage and re-order requirements for stationery and sundry items. Liaise with practice manager for order orpurchase requirements.
3 Scanning
(i) To open and sort postaccording to the protocol
(ii) To enter all post intothe computerised system by means of the relevant scanning machine and software package.
(iii) Stamping all post andsorting in appropriate GPs post folder.
4Dealing with solicitors request for notes
(i) Prepare patientsrecords either for posting by recorded delivery or photocopy first after GPsauthorisation.
(ii) Print off any relevantpreviously scanned records
(iii) Select, edit and printrelevant computerised notes.
(iv) Make entry of despatch of notes onpatients computerised record.
(v)Manage a small petty cash float for postage andpacking purposes.
(vi)Arrangerecorded delivery at post office.
5 Desk top Publishing posters, stationery and practice leaflets
Produce posters as requested, update and printpractice leaflets, print and photocopyfrom masters letterheads, compliment slips, and fax sheets.
6 Responsible for putting upposters and leaflets
On a weekly basis review posters and replace if necessary with newposters approved by GPs. Refill leafletrack, tidy daily.
RECEPTIONIST
1. Reception Duties
2. Using the appointment system
3. Repeat Prescriptions
4. Preparation of consultation rooms
5. Operation of telephone system
6. Start and end of day procedures
7. Any other delegated duties consideredappropriate to the post
1 Reception duties
(i)Receive patients withappointments and check them with the computer to ensure efficiency ofappointment system and monitor flow of patients into consulting and treatmentrooms.
(ii)Ensure that patients withoutappointments but who need urgent consultation are seen in a logical andnon-disruptive manner.
(iii)Explain practice arrangementsand formal requirements to new patients and those seeking temporary cover,ensure procedures are completed.
(iv)Advise patients of relevantcharges for private services, accept payment and issue receipts for same.
(v)Respond to all queries andrequests for assistance from patients and other visitors
(vi)Enter requests for home visitsinto visit book stating time received and including all relevant informationand where necessary refer to the Duty Doctor.
(vii)Action requests for ambulancetransportation and enter details on appropriate form.
(viii)Ensure reception and waitingareas are kept neat and tidy.
2 Using the appointmentsystems
(i)Ensure total familiarity withthe appointment system.
(ii)Book appointments and recalls
(iii)Monitor effectiveness of thesystem and report any problems or variations required.
3 Repeatprescriptions
(i)Receive patients requests forauthorized repeat prescriptions in writing.
(ii)With the exception ofcontrolled drugs, prepare a prescription form ready for a doctors signature.
(iii)Ensure that details of theissue of all repeat prescriptions are entered on the appropriate patientrecords.
(iv)Where the information receivedis incorrect or insufficient, ensure that the request for a repeat prescriptionis referred to the appropriate doctor for action.
(v)Provide the point of contactfor patients with enquiries relating to repeat prescriptions and ensurefollow-up action is taken if the enquiry cannot be resolved immediately.
(vi)Ensure that problems andqueries regarding repeat prescribing are brought to the attention of theappropriate doctor and that follow-up action is taken to resolve such matters.
(vii)Make regular checks onprescriptions ready for issue and bring to the attention of the appropriatedoctor any that are not collected.
(viii)Any other delegated dutiesconsidered appropriate to the post.
4 Preparation of consultingrooms
(i)Ensure that the consultingrooms are prepared in readiness for each consulting session, checking fullrange of forms and requirements and re-stocking as required.
(ii)Ensure that the consultingrooms are checked at the end of each consulting session and left tidy andsecure.
5 Operationof telephone system
(i)Receive and make calls asrequired. Divert calls and take messagesas appropriate.
(ii)Ensure that the system isoperational at the beginning of each day and switched over to night service andanswer phone operational at the end of each day.
6 Start and end of dayprocedures
(i)Open up premises at the startof day, set alarm to day function and make all necessary preparations to receivepatients.
(ii)Secure premises at end of theday; ensure the building is totally secured, internal lights off, windowsclosed, computers off and alarm activated.
7 Any other delegated duties considered appropriate to the post
Special requirements of the post
(i)An understanding, acceptanceand adherence to the need for strict confidentiality.
(ii)An ability to use own judgment,resourcefulness, commonsense and local knowledge to respond to patientsenquires and requests.
(iii)Keyboard skills, computer literacypreferred
(iv)Proven accuracy in transcribinginformation from request to issue of prescription.
(v)Ability to work without directsupervision and determine own workload priorities.
(vi)Excellent communicationskills.
Person Specification
Qualifications
Essential
1. GCSE in English and Maths or equivalent
Experience
Desirable
2. Experience of working in primary care but not essential as training will be provided
3. Experience of working in a GP practice but not essential as training will be provided