Apprentice Receptionist and Data Administrator
The Westbank Practice · Exminster
Thefollowing are the core responsibilities of your role (this list is notexhaustive, and some roles and responsibilities may not be dealt with by allmembers of the team). There may be on occasion, a requirement to carry outother tasks; this will be dependent upon factors such as workload and staffinglevels:
- Maintainingand monitoring the practice appointment system
- Processpersonal, telephone and e-requests for appointments
- Answerincoming phone calls, transferring calls or dealing with the callers requestappropriately
- Signpostpatients to the correct service
- Initiatingcontact with and responding to, requests from patients, team members andexternal agencies
- Read codedata on SystmOne
- Photocopydocumentation as required
- Processand/or forward incoming and outgoing emails from the mailbox
- Managerepeat prescriptions, ensuring they are processed accurately and efficiently
- Data entryof new and temporary registrations and relevant patient information as required
- Input datainto the patient’s healthcare records as necessary
- Directrequests for information i.e. SAR, insurance / solicitors letters and DVLAforms to the administrative team
- Manage allqueries as necessary in an efficient manner
- Carry outsystem searches as requested
- Maintain aclean, tidy, effective working area at all times
- Monitor andmaintain the reception area and waiting room notice boards
- Support allclinical staff with general tasks as requested
- Completeopening and closing procedures in accordance with the duty rota
- Extractingthe required data from clinical correspondence and inputting the data into thepatient’s electronic healthcare record
- Coding allsecondary care (hospital) letters
- Monitoringpatient call and recall systems
- Maintaineffective security of data all times
- Support theteam in the effective use of searches, audits and recalls
- Support theteam in the use of the clinical system
- Provideguidance in trouble shooting when requested
- Act as aliaison between the practice and manage all fault reporting
- Configuresearches and interpret data for audit purposes
- Summarisepatients notes when requested
- Initiatedata quality improvement projects
- Collate therequired data for reporting purposes
- Ensure newpatient records are received electronically and imported onto the clinicalsystem
- Process patient onlineapplications as required
- Code results and upload data as required
Perks & benefits
Skills required
| Excellent communication skills (written and oral) |
| Strong IT skills |
| Clear, polite telephone manner |
| Competent in the use of Office and Outlook |
| EMIS / Systmone / Vision user skills |
| Effective time management (Planning & Organising) |
| Ability to work as a team member and autonomously |
| Good interpersonal skills |
| Problem solving & analytical skills |
| Ability to follow policy and procedure |
Qualifications required
Training you'll get
Theeffective use of training and development is fundamental in ensuring that allstaff are equipped with the appropriate skills, knowledge, attitude and competencesto perform their role. All staff will be required to partake and completemandatory training as directed by the training coordinator, as well asparticipating in the practice training programme. Staff will also be permitted (subject toapproval) to undertake external training courses which will enhance theirknowledge and skills, progress their career and ultimately, enable them toimprove processes and service delivery.
Future prospects
Topreserve and improve the quality of our output, all personnel are required tothink not only of what they do, but how they achieve it. By continuallyre-examining our processes, we will be able to develop and improve the overalleffectiveness of the way we work. The responsibility for this rests witheveryone working within the practice to look for opportunities to improvequality and share good practice.
Thispractice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. Wepromote a culture of continuous improvement, where everyone counts and staffare permitted to make suggestions and contributions to improve our servicedelivery and enhance patient care.
The essentials
Hours, commitment and the dates that matter.
Training provider
Delivers the training for this role and manages your application.
