Clerical Officer/Receptionist Craigavon, Northern Ireland
Job description
Waterside Medical Practice
Dr. Alison M. J. Troughton, G.M.C. No. 3191086
Dr. Nina Louise Henry, G.M.C. No. 6075259
Dr. Orla Kane, G.M.C. No. 7015670
Dr. Marie-Therese Lee, G.M.C. No. 7278005
Dr. Simon Wright, G.M.C. No. 7453451
Portadown Health & Care Centre, Tavanagh Avenue, Craigavon, BT62 3BU
Practice Telephone: 028 3835 1228
JOB DESCRIPTION
Job title: Clerical Officer
Reports to: Practice Manager
Responsible to: Business Manager
Accountable to: Dr. Troughton, Dr. Henry & Dr. Lee
Posts at this level consist of a range of tasks some of which require the exercise of initiative to
a significant level. Tasks included at this level will be within clearly defined limits. Such tasks
may involve the use of office machines. The tasks for posts at this level may include the
deployment of secretarial skills.
Posts at this level do not need direct supervision though supervision is readily available.
Posts at this grade may be responsible for the work and supervision of staff in lower grades.
Basic Function
To provide a high quality and comprehensive secretarial, clerical and administrative support to the practice, and to act as a focal point of communication for patients and the Primary
Health Care Team (PHCT).
To accurately record, collate and input data on computer and to maintain and update patient records.
The post holder must be able to work under his/her own initiative.
Main Duties
1. Respond to all queries and requests for assistance from patients and visitors at reception.
2. Respond to all incoming telephone calls promptly and in a courteous manner, transfer / take messages as appropriate.
3. Arrange appointments and requests for home visits, including emergencies in keeping with the practice protocol.
4. Advise patients of relevant charges for private services; accept payment, issue receipts and record.
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5. Explain practice arrangements and Business Service Organisation, (B.S.O.) requirements to new patients and temporary residents. Ensure paperwork is completed in line with practice procedures.
6. Liaise and answer queries from patients and all members of the PHCT.
7. Update the computerised or manual appointment system when the patient arrives.
8. Prepare repeat prescriptions for GP signature.
9. Update and maintenance of repeat prescribing system within general practice.
10. File all correspondence in relation to patients in appropriate patient file on a daily basis.
11. Produce surgery consultation sheets and pull patient files for surgeries.
12. Retrieve and re-file patient files on a daily basis as and when necessary.
13. Update and maintain patient information e.g. change of address, marital status, etc either manually or on computerised system. Ensure changes are communicated to B.S.O. during appropriate documentation.
14. Data Input a) Record GP consultations and Practice and Treatment Room Nurse clinic consultations daily on computer system ensuring relevant clinical information from the medical record is included, using the Read Code system. b) Update/amend the prescribing database. c) Input of cervical and immunisation details and printing of quarterly target reports. d) Input of new patient registrations and removal of deceased or "gone away" patients. e) Input service claims, over 75 screening, child health surveillance, health promotion and out of hour’s contacts. f) Create templates and set up searches for the purpose of retrieving clinical information in relation to audits or ad hoc reports. g) Ensure quality of data through control systems and performing checks.
15. Verify cervical screening statements from NI screening office.
16. Operate the cervical smear call and recall system, input to computer and print result letters.
17. Sort and distribute all incoming mail.
18. Arrange appointments and send out recall letters to patients on a monthly basis.
19. Printing and filing of updated summary sheets into patient's medical record.
20. Typing and word-processing of routine correspondence/reports, filing and general office duties including photocopying.
21. Process the timely referral of patients to secondary care: a) Ensure hospital referrals are fully completed. b) Type and record private referrals and arrange appointments by telephone.
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c) Enter all referrals on computer system and practice database.
22. Deal with all correspondence from Solicitors, Insurance Companies, etc. a) Record, photocopy and forward Insurance Medical Reports. b) Type medical reports for Solicitors, Police, Employers, etc. c) Photocopy and number medical records for release to Solicitors. d) Record payment received in respect of reports.
23. Carry out routine back ups of the computer system and liaise with Computer Suppliers as and when required. Provide advice and support to all system users.
24. Ensure prompt return of patient file to B.S.O.
25. The post holder may be asked to be responsible for stock control.
26. Attend practice meetings: a) Prepare agenda. b) Record, type and circulate minutes.
27. Record statistics and produce monthly practice reports.
28. Supervision of staff trainees.
29. Complete item of service claims, in line with the Statement of Fees and Allowances, for authorisation.
This job description will be subject to review in the light of changing circumstances and is not
intended to be rigid or inflexible but should be regarded as providing guidelines within which
the individual works. Other duties, of a similar nature and appropriate to the grade, may be
assigned from time to time.
Health And Safety Responsibilities
You should take note that under the Health and Safety at Work Legislation you are required to take all reasonable steps while at work to ensure your own health and safety and the health and safety of those who may be affected by your acts or omissions at work. You are also required to co-operate fully with regard to implementation of Health and Safety arrangements and you should not interfere with or misuse anything provided in the interests of Health,
Safety and Welfare at Work.
Smoking
The Portadown Health and Social Services building is a "Smoke Free" area: all employees must comply with this.
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Equal Opportunities
The Practice is an Equal Opportunities employer and the post holder will be expected to adhere to all equal opportunities principles.
Confidentiality
An employee shall not as an employee of the Practice or following the termination of his/her employment with the Practice, disclose other than to an authorised person or in the course of duty, without lawful authority, any matter or information which he/she has obtained or to which he/she has had access owing to his/her official position.
In addition, you shall be required to comply with the requirements of the Data Protection Act
1984 in so far as the Practice is concerned. It should be noted in this connection that any unauthorised disclosure of information covered by the Act is a criminal offence.
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Job Type: Full-time
Salary: £6.88-£11.79 per hour
Benefits:
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Craigavon: reliably commute or plan to relocate before starting work (preferred)
Work Location: One location
Reference ID: Clerical Officer, February 2023
