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OAKWOOD MEDICAL PRACTICE

JOB DESCRIPTION
JOB TITLE: ADMINISTRATIVE ASSISTANT
REPORTS TO: PRACTICE MANAGER/THE PARTNERS

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Post Holder should be able to work on own as well as part of the team.

Duties and Responsibilities:
Administration

• To have a thorough knowledge of all Practice procedures.
• To ensure practice procedure for Absence is followed
• To ensure Practice procedure for Annual leave is followed
• To work in accordance of written protocols
• Photocopy as requested
• Open, scan, file and distribute incoming mail
• File in alphabetical order all repeat prescriptions
• Distribute to Pharmacies, patients or patients representatives repeat prescriptions as is appropriate. Scan prescriptions to appropriate pharmacies before the prescriptions are handed over.
• Handing over of completed repeat prescriptions to patient and checking names and addresses.
• To check the messages and Docman workflow and deal with in an appropriate manner by Mjog, telephone or post.

Reception

• 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 judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
• Be able to cover all reception positions as necessary
• Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork if appropriate. Printing list of surgeries at end of day for next working day.
• To ensure that Interpreters are requested by email or phone as required for patients with Non English 1stLanguage on a daily basis.

Appointments

• Process appointment requests for today and future appointments from patients by telephone and in person.
• Enter requests for home visits into the visit book, ensuring careful recording of all relevant details, print of patient summary and enter onto House call list on IT system and where necessary refer to Duty Doctor

Computer

• Ensure you have full working knowledge of EMIS system that the practice use
• Ensure that all scanning mail or results is carried out morning and afternoon and electronically filed into patient records.
• Process all requests for repeat and acute prescriptions, entering acute requests onto the appropriate list on the IT system, making sure that requests are not duplicated or too early, place in appropriate box for signing by GP.
• Registrations of new patients – computer data entry and medical records.
• Process patients change of address – computer data and medical records (have knowledge of Practice area and post codes covered.
• Ensure that all patient telephone details are checked at every point of contact, making necessary changes to patient’s electronic record.
• Code that patient has agreed to use of mobile phone in receiving text messages.
• Ask patient if they use on line booking or on line repeat prescriptions and encourage patients to use, providing them with the Emis access code.
• Ensure the changing of back-up tapes in line with the Practice’s Standard Operating Policies.

Telephone

• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
• Have working knowledge of telephone/bleep system, during and after hours.
• Ensure you are able to order an ambulance and have all information required at time of call.
• Ensure you know how to contact the on call system for District Nurses, having all information required.

Other Tasks

• Open up premises at the start of the day when first to arrive, make all the necessary preparations to receive patients, including logging in to IT systems.
• Ensure that IT system is available and ready for any locum, counsellor or any other authorised visitor working in the practice.
• Ensure all Health & Safety checks are undertaken within the desired timescales as indicated in the Practice’s Health & Safety Policy
• When last to leave at the end of the day, Put all GP boxes into rooms ready for next morning, ensure that the reception, typing and staff rooms are tidy, ensure that the building is totally secured, internal lights are off, all electrical equipment has been turned off where appropriate and all doors locked.
• Ensure that all prescriptions are locked away at the end of day and retrieved at the start of the day.
• Make and serve refreshments for the doctors

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation
• 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.
• All such information from any source is to be regarded as strictly confidential; any information disclosed would be regarded as breach of trust with instant dismissal.

Health & Safety:

The post-holder will implement and lead on a full range of promotion and management their own and others’ health and safety and infection control as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

• 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
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Undertaking periodic infection control training
• Reporting potential risks identified
• Follow guidelines if Fire Alarm goes off making sure everyone leaves the building in a timely manner, meeting at the designated fire point.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

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

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review (Appraisals), including taking responsibility for maintaining a record of own personal and/or professional development
• Keep up to date with Basic Life support and AED Training.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Attendance at staff trainings when held, unless on holiday.
• Attendance at all Mandatory and Statutory training requirements as indicated by the Practice Manager

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision whilst embracing the practice’s ethos of recording of any errors or near misses and learning by mistakes without blame
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

• Apply all Practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit or Significant Event Analyse where appropriate

This Job Description is neither exhaustive nor exclusive and will be reviewed annually in conjunction with the post-holder at the annual appraisal. The post-holder is also required to carry out any duties that may reasonably be requested by the Partners or the Practice Manager.

This Job description was reviewed and updated to reflect the changes to the post.

Date: 14th July 2023

Lorna Gilmour

Practice Manager

Job Type: Part-time
Part-time hours: 30 per week

Salary: £11.94-£12.18 per hour

Benefits:

• Company pension

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Glasgow: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (required)
• Administrative experience: 1 year (required)

Language:

• English (required)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Reference ID: Administrative Assistant