Medical Administrator in Guisborough

Reception Duties

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
• 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.
• Follow practice protocols to access and utilise the clinical system to contribute towards providing a good service for all patients.
• Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
• Maintain and review the surgery's NHS email account and action emails as appropriate.
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Take action on clinicians requests for further information/patient contact information etc. (including computerised Practice notes), ensuring completion of all associated paperwork.
• Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
• Enter patient information on to the computer as required.
• Scan patient correspondence onto notes and forward on to other members of the team as appropriate.

Secretarial Duties

• To provide an efficient audio, copy typing and word processing services for GPs and health professionals as required.

This will include the typing of letters, reports, patient referrals, minutes, memorandums, etc., in an accurate way while maintaining a high-quality standard of work.

• To make appointments, booking and admissions within secondary care as required.
• To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist in the completion of medical/insurance records.
• File patient records and correspondence in patient medical records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To maintain and access the computer clinic system in an accurate and secure manner.
• To assist with the gathering of statistics and information when required.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• To receive and dispatch mail and maintain a pending system.
• Maintaining a record of 2WW referrals.
• Audio/copy typing of NHS and private referrals.
• Oversee medical examiner process to ensure death certificates are passed along in a timely manner.

Premises

• 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.
• Ensure that all new patients are registered onto the computer system promptly and accurately.
• Make and serve refreshments for meetings, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
• Covering colleagues holiday and sickness absence as required.
• Process incoming and outgoing mail according to Practice protocols.
• Record actions taken in patient records where appropriate or in accordance with Practice protocols.
• Complete other daily/ weekly and monthly core tasks to support to smooth running of the reception area.
• Any other administration duties as necessitated by the needs of the Practice.

Health & Safety

• Using personal security systems within the workplace according to Practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards 5) Reporting potential risks identified. 5) Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.

Equality & Diversity

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of their own personal and/or professional development.
• Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
• Take part in mandatory online modules as requested by the practice.

Quality

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet customers needs.
• Effectively manage own time, workload and resources.
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