The duties and responsibilities to be undertaken by members of the reception/administrative team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager/Line Manager, dependent on current and evolving Practice workload and staffing levels: Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols - Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients; when last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated Maintaining and monitoring the Practice appointments system Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional Processing and distributing incoming (and outgoing) mail Taking messages and passing on information Filing and retrieving paperwork Processing repeat prescriptions in accordance with Practice guidelines Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Clearing and re-stock consulting rooms as required Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning Ordering, re-ordering and monitoring of stationery and other supplies Dealing with clinical waste Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter Administration Provide administrative support to members of the primary health team in all areas of the business and to work in accordance of written protocols Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork Filing post in medical records including scanning, coding and summarising Fax and photocopy as requested Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same Patient notes and correspondence: o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to o Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen. o Ensure records are kept in good repair, with all necessary information on the outside cover clearly visible. Reception Receiving patients consulting with members of Practice team Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice Handing completed repeat prescriptions to patient and checking names and address. Be able to cover all reception position as necessary Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed. Appointments Process appointment requests for today future appointments from patients by telephone/online and in person. Deal with all general enquiries, explain procedures and make new and follow-up appointments Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner Enter requests for home visits on the on-call doctors list as a telephone consultation and to make sure the details are correct. Computer Registrations of new patients computer data entry and medical records; Ensure that all new patients are registered onto the computer system promptly and accurately Process patients change of address computer data and medical records (have knowledge of Practice area. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually Telephone Have working knowledge of telephone system, during and after hours. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Cover for telephonist when necessary Other Tasks Clear rooms after surgeries Ensure building security have thorough knowledge of doors/windows/alarm. Make and serve refreshments for doctors/nurses, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff. Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager