Key Responsibilities
Administration
1. Have a thorough knowledge of all Practice procedures.
2. Work in accordance with written protocols.
3. File post in medical records electronically or hard copy as appropriate.
4. Scan and photocopy documents as requested.
5. Open, sort, and distribute incoming mail to appropriate members of the practice or other organisations.
6. Register new patients, including computer data entry and medical records.
7. Deduct patients as appropriate.
8. Process patients' change of address in computer data and medical records (knowledge of practice area required).
9. Process repeat prescription requests in accordance with practice guidelines.
10. Process outgoing mail ensuring correct packaging, format, and postage to reach destination.
11. Assist Secretaries and Practice Management with ad-hoc administration tasks as required.
Reception
1. Receive patients attending for appointments with members of the practice team.
2. Hand completed repeat prescriptions to patients and check names and addresses.
3. Cover all other reception duties as necessary.
4. Process immediate (and emergency) appointment requests and requests for future appointments from patients by telephone and in person.
5. Deal with requests for home visits.
6. Answer telephone and deal with all queries resulting from that call.
7. Navigate patients to the most appropriate clinician and care required.
8. Advise patients of the relevant charges for private services, accept all types of payments, and issue receipts where necessary.
9. Deliver assistance to clinical staff when needed, i.e., chaperoning (after relevant training).
10. Handle first-hand verbal complaints; if not resolved, direct to the complaints team.
11. Have working knowledge of the telephone system, during and after hours.
Other Tasks
1. Open up/lock up Practice premises and maintain security in accordance with Practice protocols.
2. Prepare/restock and clear rooms before/after surgeries.
3. Assist with the collection of clinical waste.
4. Provide refreshments for staff and visitors as required, and keep the kitchen clean and tidy.
5. Perform any other tasks allocated by managers and/or appropriate to the grade.
6. Liaise with secondary care (after appropriate training).
7. Ensure clinical rooms are secure at the end of each day with systems appropriately closed down.
Other Job Responsibilities
Confidentiality
1. Maintain confidentiality of information, acting within the terms of the Data Protection Act 2018, with specific reference to the General Data Protection Regulations (GDPR) and Caldicott guidance on patient confidentiality at all times.
2. Maintain an awareness of the Freedom of Information Act.
3. Information relating to patients, carers, colleagues, other healthcare workers, or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
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