Level 3 Business Administrator Apprenticeship

To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other members of the primary health care team.

Reception duties:

Ensure efficiency of appointment system, ‘check in’ patients on practice computer system and monitor flow of patients into waiting rooms. Ensure that patients without appointment but who need ‘urgent consultation’ are seen in a logical and non-disruptive manner. Explain practice procedures to new patients and those seeking temporary cover, ensuring procedures are carried out and details entered on practice computer system. Advise patients of relevant charges for private services, accept and record payments and issue receipts for same. Respond to all queries and requests for assistance from patients and other visitors. Where necessary on GP advice requests for home visits from the home visiting service all relevant information in line with practice protocol.  Where necessary refer to the duty doctor. Ensure that requests for repeat prescriptions are entered accurately on the practice computer system in line with practice protocol. Prepare letters for posting and record in post book. Ensure waiting and reception areas are kept neat and tidy. Do relevant searches and recalls for QoF etc.

Appointment system:

Ensure total familiarity with all appointment systems presently being used including seasonal variations. Book appointments and recalls on the practice system ensuring sufficient information is recorded to accurately identify patient. Monitor accuracy of computerised appointment system and report any problems or variations to the senior receptionist. Medical records Retrieve and refile records as required ensuring that strict alphabetical order is adhered to. Ensure correspondence, report, results etc. are scanned into the correct record. Scan document in line with practice protocol. Ensure records are kept neat and tidy with all necessary information recorded correctly on the outer cover. Collate and sort new patient medical records in accordance with practice protocol. Respond to requests from patients in respect of pathology test results in accordance with practice protocol.

Operation of telephone system:

Receive and make calls as required.  Divert calls and take messages as appropriate ensuring that enough information is recorded t accurately identify the patient. Ensure that the telephone system is operational at the beginning of each day, any problems report to the office manager. Start and end of day procedures Open up the premises at the start of the day, set alarm to day function and make all necessary arrangements to receive patients. Ensure computer system is closed down at end of day. Secure premised at end of day, ensuring any filing cabinets are locked and alarm activated if required.

Special requirements of the post:

An understanding, acceptance and adherence to the need for strict confidentiality To inform practice manager of any area of conflict or complaint identified by a patient. To adhere strictly to NHS Cumbria departmental health and safety rules and procedures to protect patient, self and other primary health care team staff. To participate fully in practice staff meetings and appropriate training events. Do annual Blue Stream Training online.

Training Outcome:

To discuss with employer. 

Employer Description:

Bridgegate Medical Centre, located in the heart of Barrow-in-Furness, Cumbria, is a trusted healthcare provider for the local community. The surgery, situated on Winchester Street, serves around 9,000 people from Barrow and the surrounding villages. They take pride in offering compassionate and respectful care, creating an environment where everyone feels valued.

The centre is fully accessible, with wheelchair access, step-free entry, and a disabled WC. Their easy-to-use appointment systems make it convenient for patients to receive care when needed, and their commitment to well-being is always a top priority. Beyond their clinical services, Bridgegate Medical Centre actively engages with the local community, collaborating with schools and organisations to promote healthy living.

 

Working Hours :
Monday - Friday, 09:00 - 17:00.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Presentation skills,Administrative skills,Number skills,Analytical skills,Logical,Team working,Creative,Initiative,Non judgemental,Patience