Apprentice Medical Receptionist/Administrator

·        Dealing with all appointments and patient requests, ensuring that surgery time is effectively utilised, allocating pre-bookable and urgent appointments appropriately and monitoring the flow of patients during surgeries.

·        Carrying out all clerical tasks to prepare for surgery sessions, ensuring that clinical staff have the patient documentation necessary to undertake consultations and procedures efficiently.

·        Providing a comprehensive reception service, responding to a range of enquiries in a polite and efficient manner, adhering to practice protocols and dealing with difficult situations in a calm and controlled manner.

·        Dealing with all telephone requests and enquiries in a courteous and efficient manner, referring callers to appropriate personnel and ensuring messages are relayed and in a timely manner, particularly those requesting urgent advice.

·        Taking comprehensive details for patients requesting home visits and ensuring that these are recorded in accordance with the protocol to allow steps to be taken for triage.

·        Dealing with prescribing requests, ensuring that scripts are approved, prepared, signed and ready for issue within agreed timescales or, if the patient needs to be seen, arranging appropriate follow-up.

·        Maintaining manual patient records in a tidy, accurate and up to date condition (both individual files and the overall filing system), tracking missing folders and documents as required by clinical staff.

·        Ensuring that any change of patient details/personal circumstances are recorded accurately and actioned on both the manual and computerised record system.

·        Undertaking a variety of clerical tasks in support of patient service activity including ambulance bookings, insurance and benefit documentation, vaccinations, breast screenings etc.

·        Explaining practice arrangements and requirements for registration and arrangements for  new patients seeking care, ensuring that all documentation is fully completed

·        Participating in the extended hours rota providing clerical support to the appointment surgery and working with the doctor on call

·        Attend all statutory training courses as required.

·        Interaction with colleagues in the reception, secretarial and admin team

·        Reports to Team Leaders/ Deputy Practice Manager

·        Liaises with nursing team and medical/clinical personnel

 

This Job Description is not exhaustive and is a guideline to the scope of duties involved.  It will be reviewed at regular intervals.  It is not intended as a rigid inflexible specification and will be subject to the changing requirements of Central Gateshead Medical Group.

Training:

Business Administration Level 3 Apprenticeship alongside internal training on policies and procedures.

Training delivered by Access Training through a mixture of projects, training workshops and one-to-one support.

Training Outcome:

The opportunity for long term permanent employment for the right candidate upon completion of the apprenticeship. The current Reception Team Leader started as an Administration apprentice.

Employer Description:
As a large practice, the medical group offer a comprehensive range of clinical services within the Gateshead area.

Working Hours :
37.5 hours per week (Monday-Friday) working on a rota basis between 7.45am and 6.30pm. Consisting of 3 x 10 hour days, 1 x 7.5 hour day and a rotating day off.

Skills:
Communication skills,Attention to detail,Organisation skills,Creative,Initiative,Calm in stressful situations