Admin Support (GP Practice)

Job Description

Experience in Primary Care/General Practice (Desirable)

Experience with EMIS (Desirable)

Hours: 20 hours per week, with the potential to increase to 30 hours per week. (Flexibility is required, as shifts may be scheduled between Monday and Saturday, including evenings)

Immediate Start (Preferred)

Schedule

• Day shift
• Evening Shift
• Monday to Saturday

Work authorisation

• United Kingdom (required)
• DBS Checked

Work Location

• On-site
• Job Overview
• Offer general assistance to the team and company projects with a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Undertake a variety of administrative duties to assist in the smooth running of the Clinics including the provision of support to clinical staff.
• Facilitate effective communication between patients, Practice, Secondary Care, and other associated healthcare agencies.

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the administration team may include any or all the items in the following list.

Duties may be varied from time to time under the direction of the Project Manager, dependent on current and evolving workload and staffing levels:

• Opening up/locking up of Site premises (where applicable) and maintaining security in accordance with Site Protocols.
• Maintaining and monitoring the appointments system.
• Calling patients and booking appointments.
• Processing telephone requests for appointments, ensuring callers are directed to the appropriate healthcare professional.
• Updating patient records, recording information in accordance project guidelines.
• Taking messages and passing on information.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Clearing and re-stock consulting rooms as required on Hub sites.
• Dealing with clinical waste.
• Keeping the work area, noticeboards free from obstructions and clutter.
• Participate in team meetings and contribute to process improvement initiatives.
• Monitor the effectiveness of the appointment system and report any problems or variations to the lead/Project Manager.
• Work closely with other staff members to ensure smooth operations.
• Participate in various pilot initiatives as requested.
• Provide exceptional service to patients and external contacts, addressing their needs and concerns promptly.
• Undertake chaperone duties when required, supporting patients during clinical consultations and procedures, while maintaining patient privacy, dignity, confidentiality and safety, in accordance with organisational policies and procedures.
• Maintain a calm and helpful demeanour, especially in high pressure situation.
• Any other administrative ad-hoc duties that may be allocated.
• Management of Medical Records
• Registering patients on Emis community.
• Schedule reschedule and cancel patient appointments ensuring efficient use of time and resources.
• Answer and direct incoming telephone calls from patients, GP practices, and outside agencies in a professional and courteous manner.
• Respond to enquiries, take messages, and ensure timely communication of information to the appropriate personnel.
• Maintain accurate and up-to-date patient records, including personal details, appointment history and medical information as required.
• Create and send Discharge Summaries and other investigation forms/referral electronically to GP Practices.
• Contribute in conducting audits.
• Confidentiality
• Safeguard patient information, whether in verbal discussions, electronic records, or any other form of communication.

All information relating to patients & their carer is to be regarded as strictly confidential.

• Comply with data protection regulations at all times.
• Information relating to colleagues, other healthcare workers or the business of the organisation may only be divulged to an authorised person’s in accordance with the organisational policies and procedures relating to confidentiality and the protection of personal and sensitive data.
• Specific Requirement for Previous Experience

Essential

• Experience in a Medical Receptionist Role
• Administrative Experience
• Telephone Handling
• Ability to Work Independently
• Customer Care experience
• Strong communication skills

Desirable

• Experience in a General Practice
• EMIS Experience
• Experience in a Customer Service Role Outside Healthcare
• Patient Interaction
• Medical Records Management
• Multilingual Skills
• First Aid or Basic Life Support Training
• Handling Clinical Waste