Medical Reception Supervisor/administrator - Edinburgh, United Kingdom - Ladywell Medical Centre East

Description

JOB DESCRIPTION

AM RECEPTION SUPERVISOR/ADMINISTRATOR

(MATERNITY LEAVE COVER - 1 YEAR)

Job Details

Job Title:
AM Reception Supervisor/Administrator
Date:January 2024


Responsible to:
Assistant Practice Manager
Responsible for:Reception Staff


Location:
Ladywell Medical Centre (East), 26 Featherhall Avenue, Edinburgh, EH12 7UN


Job Purpose:
A split role providing supervision to Reception staff in the mornings and administration tasks in the afternoon.

To ensure adequate cover is maintained in reception at all times and to monitor rota tasks to ensure that work is completed.

To ensure that all patients and visitors are treated in a professional and pleasant manner.

To take responsibility for dealing with and resolving any queries that arise in Reception, liaising with the Afternoon Reception Supervisor re any relevant issues or matters of ongoing work.

To undertake administration tasks related to the running of the practice.


Most Challenging Part of the Job

• Meeting the demands and expectations of all colleagues, patients and visitors whilst using effective communication and practical skills.
• Managing your time effectively, ensuring all tasks are completed efficiently and accurately.

Key Tasks of the Post

Staffing:

• Joint firstline Supervisor to Reception staff, motivating them, identifying any skill gaps and assisting in ongoing training and resolving any staffing problems
• Ensuring there is adequate staff cover at times of unplanned, short notice absence including breaks/lunch
• Ensure office staff's compliance with Practice protocols and procedures
• Assist Practice Manager and/or Assistant Manager in recruitment and training of new staff where relevant
• Liaise with the Afternoon Reception Supervisor at handover periods re any matters of ongoing work
• In conjunction with the Afternoon Supervisor and Assistant Manager undertake regular staff meetings

Reception Administration:

• Ensure all daily opening up tasks have been completed
• Ensure daily rota tasks are covered and monitor and distribute workload to ensure tasks are completed
• Participate in the daily office Reception rota
• Resolve daytoday operational and administrative problems
• Undertake monitoring checks of tasks to ensure accuracy and efficiency
• In the event of GP/Nurse sickness absence ensure that patient appointments are rearranged appropriately
• Proactive in monitoring and seeking out opportunities to improve administrative systems and procedures
• Assist with the training of Medical and Nursing students and GP registrars when they are based in reception
• Deal with patient complaints
• Involved in ensuring new projects are implemented in reception in an effective way

Patient registration and associated tasks (shared):

• Process new patient registrations
• Process temporary patients registrations including new babies prior to full registration mail and claims
• Process patient imports using GP2GP
• Process patient deductions using GP2GP and return irrelevant mail
• Deal with Health Board enquiries with respect to patient registration
• Check the daily status screen to see if archiving is due
• Process the quarterly archive
• Check and clear any unacknowledged acceptances (frozen patients)
• Monitor new patient registration spreadsheet and chase up records where necessary
• Liaise with Summariser to ensure correct records are received
• Deal with enquiries and errors highlighted by GP registration links including duplicate registrations, unmatched registrations and missing details
• Monthly GP registration calculation
• Assist reception staff and patients with queries relating to patient registration

Business/Medical Administration:

• Ensure an adequate stock of printer cartridges for all printers and arrange recycling of used cartridges
• Keep Locum pack and GPST induction pack up to date
• Monitor stationery levels and order relevant stationery
• Provide and submit photocopier meter readings
• Process requests for meeting room bookings
• Minor operations and joint injections clinic management
• DNA policy management
• Extended hours appointment management
• Assist with daily OOH document coding (shared)
• Banking

IT:

• Assist in training the reception team and other practice staff in the use of programmes used at the Practice
• Provide solutions to IT software problems and liaise with relevant organisations to provide solutions to hardware problems

General:

• Exercise his/her own initiative within the parameters of the job description
• Carry out any other delegated duties considered appropriate to the post

Key Skills Required

• Flexible approach to duties and working hours to ensure tasks are covered and completed
• Supervisory and motivational skills enabling staff to reach their potential and to work together effectively
• Productive team member with the ability to work independently as required
• Organised whilst undertaking r