Employer: Airthrey Park Medical Centre
Position: Receptionist/Medical Administrator
Salary: From £13,873.93 per year
Job Type: Part-time
Expected hours: 20 per week
Work location: Stirling, Scotland
FULL JOB DESCRIPTION
Medical Receptionist/ Administrator Job Description
The Medical Receptionist/Administrator shall form one of the office team and contribute to the daily office routine as well as reception duties. More specifically the role shall encompass prioritising workloads for various administrative duties, computer work and day to day management of reception area.
Dimensions of the Post
Providing support to the Practice Team consisting 6 GPs, 1 Practice Manager, 2 Practice Nurses and 1 Healthcare Assistant. You will also provide support for Primary Care Staff including pharmacists, physiotherapist, mental health nurse and associates who use the Medical Centre.
The following are the core responsibilities of the receptionist/administrator
There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels
- First point of contact at reception, checking in patients, making appointments
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Manage all enquires in an effective manner
- Maintain an accurate referrals database
- Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
- Input data into the patient’s healthcare records as necessary
- Process referrals using the electronic referral system (SCI Gateway)
- Process requests for information i.e. SAR, insurance / solicitor’s letters and DVLA forms
- Process patient letter requests and invoice for private work accordingly
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
- Manage all administrative queries as necessary
- Carry out system searches as requested
- Maintain a clean, tidy, effective working area at all times
- Support all clinical staff with general administrative tasks as requested
Day to Day Reception Duties (when required as per admin daily rota
- Opening and closing of building when required
- To manage workloads within the reception area on a day to day basis
- Answer the telephone promptly and politely, telephoning patients when requested, to take messages for visits and advice
- Undertake photocopying duties as requested
- Manage the system of results arriving in both paper and computerised format
- Download and manage contacts from the out of hours service
- To arrange transport for patients as requested
- Scan and manage all incoming mail and complete duties requested by GP as a result of mail
- Deal with patients arriving in reception in a polite and courteous manner
- Make appointments accurately for both Doctors and wider members of the team using computerised systems.
- Ensure urgent medical needs are dealt with promptly by the appropriate clinician
Management of Prescription Requests
- To work with the clinicians and pharmacists to ensure that requests for repeat prescriptions are managed appropriately. This will involve liaison with the GPs on a daily basis to ensure prescriptions are being signed and that requests are being managed as expediently as possible.
- Process requests for nonrepeat medication, liaising with GPs and ensuring that they are undertaken within 48 hours.
Other Reception Area Duties
- To ensure that the waiting room and reception area are tidy and that leaflets are well stocked.
- Ensure the waiting room is a safe environment and to report any unsafe equipment to the Practice Manager.
- Ensure that posters being displayed are appropriate and to remove any that are not.
Systems and Equipment
- Sound knowledge of all systems used within the practice – EMIS, DOCMAN, Windows and Excel, Internet, Email
- Updating patient summaries as requested by the GPs
- To update patient drug records as specified by the GPs
- To update and maintain any patient computerised recording system whether this be EMIS, screening or any other system.
- Update your learning when required through CREATE sessions, ELearning etc
Assignment and Review of Work
- The Medical Receptionist/Administrator will be responsible to the Practice Manager/Office Supervisor for administrative guidance, work review/appraisal.
- Workload will be assigned by the Practice Manager or Office Supervisor
Communication and Working Relationships
Internal
- Communicate as appropriately with various people face to face, on telephone, or in written and electronic correspondence
- Possess de-escalation skills
- Communication with distressed, anxious or worried patients and relatives.
- Varied work pattern due to patient and service demand
- Open/Close Building
External
Communicate with Hospitals and all Agencies involved regarding the management of patient care including community pharmacies, social work, district nursing, health visitor and carers.
Physical Demands of the Job
- Working in an area open to continuous patient contact
- Keyboard skills 80%
- Development of skills where accuracy is important e.g. diagnostic coding and contract data
Mental & emotional demands of the job
- Communications with distressed, anxious, worried patients and relatives
- Concentration where required when checking documents and updating patients clinical notes on computer whilst subject to frequent interruptions from patients and staff
- Unpredictable exposure to occasional aggressive behaviour from anxious worried patients
Knowledge, training and experience required to do the job
- Good all round education
- To be highly organised and able to prioritise workload
- Good verbal and written communication skills
- A team player and able to work for the benefit of the team
- A minimum of three years general experience using computer systems
- Up to date knowledge of computing systems and their uses (computer literate)
- Good typing skills
- A good working knowledge of EMIS or other computerised record keeping systems
- Dependable and flexible nature
- Work on own initiative with minimum supervision
- Good numeracy and written communication
- High expectation of self and others
Application Process
If you’re interested in this role, check out more information on the Official website and apply now