Apprentice Receptionist/Administrator

The duties and responsibilities to be undertaken by members of the practice administration/reception team may include any or all of the items in the following list.

Duties may be varied from time to time under the direction of the Practice Business Manager and management team, dependent on current and evolving practice workload and staffing levels:

• Speak to patients coming to the practice, marking them into pre-booked appointments
• Answer and make outgoing telephone calls to book appointments, help with patient queries and relay messages on behalf of the clinical team to the patient
• Open up and close the surgery with support, ensuring clinical rooms are appropriately stocked and ready for the day, including computer equipment
• Process prescription requests, repeat issues and acute requests
• Organise incoming post and scan patient information onto the clinical system (SystmOne)
• Support in the packing or unpacking of the internal courier bags which enable the practice to transfer items between sites
• Liaise with the practice aligned care homes to support patient treatment
• Run reports and perform searches in SystmOne and pass these reports to appropriate members of staff
• Administer the practice Recall system, producing reports to identify relevant patients and using mail merge systems to send letters to patients
• Distribute pathology results received via the clinical system to appropriate members of the clinical team
• Distribution of electronic communications from the 111 service
• Supply copy notes to organisations requesting this service, as authorised by the Operational Manager
• Assist the team in dealing with patient records received from Capita and filing records in the practice records system according to protocol
• Attend meetings as appropriate and assist in the production of minutes with a view of developing skills to produce minutes independently
• Update and amend the practice website and social media platforms as appropriate
• Assist in the completion of GP2GP tasks in the clinical system, with a view to developing skills in order to perform this role independently
• Action information received via GP links where appropriate
• Enter patient information/data on to the computer as required ensuring accuracy at all times

Patient notes and correspondence

• Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
• Ensure correspondence, reports, results etc are filed/scanned promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
• Follow Practice procedures for safety and security of the premises
• Undertake training in administrative and reception functions such as typing and system specific modules

This job description is not exhaustive and may be adjusted periodically after review and consultation. You may also be expected to carry out any reasonable duties which may be requested from time to time by the Partners or the Practice Business Manager.

• The apprenticeship will be delivered 100% in the workplace and will receive regular visits from a trainer coach.

• Possibility of further training and/or permanent full-time employment

Dunelm Medical Practice provides services to patients from three locations: Gilesgate, Bearpark and Framwellgate Moor. We are a well-established training practice providing high standards of patient focused care.