JOB SUMMARY

To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, answering patient queries via telephone, email and other digital solutions, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required.
To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

GENERIC RESPONSIBILITIES

All staff at Plas Meddyg have a duty to conform to the following:

PRIMARY RESPONSIBILITIES

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:

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Action all incoming faxes
• Signpost patients to the correct service
• Process incoming and outgoing mail, emails and communication via other digital solutions
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Process referrals to external agencies such as secondary care using the electronic referral system
• Process calling letters are requested
• Action GP2GP tasks
• Read code data on EMIS
• Photocopy documentation as required
• File and store records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patient’s healthcare records as necessary
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• Manage all queries (including administrative queries) as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested

SECONDARY RESPONSIBILITIES

In addition to the primary responsibilities, you may be requested to:

• Partake in audit as directed by the audit lead
• Produce meeting agendas and record the minutes of meetings
• Support administrative and reception staff, providing cover during staff absences
• Complete opening and closing procedures in accordance with the duty rota
• Ordering and monitoring of stationery supplies
• Support the dispensary rota

The person specification for this role is detailed below.