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Free Job description Office Manager
Responsible for the day to day supervision and management of all reception and administrative staff and associated functions including the repeat prescribing and the clinical system, ensuring all functions are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Practice Manager as necessary
•Induct and train staff on new software/programs as the practice evolves in an ever changing environment towards World Class Commissioning.
•Supervise staff ensuring all duties and responsibilities outlined below are carried out to a high standard.
•Give advice and support to staff where needed, bringing any major problems or issues to the practice managers attention.
•Delegate admin duties/extra duties fairly and evenly between staff, bringing any major problems or issues to the practice manager’s attention.
Duties and Responsibilities of staff:
The duties and responsibilities to be undertaken by members of the Practice administration 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 Manager, dependent on current and evolving Practice workload and staffing levels:
Education / Qualifications
General education to at least GCSE or equivalent standards
Attended previous General Practice Reception/Admin courses
Experience / Skills
Previous General Practice experience
Several year’s experience in working with the general public
A responsible attitude
Ability to plan ahead
Ability to demonstrate a tactful approach to supervising staff
Ability to remain calm and make decisions under pressure
Ability to lead and motivate others
Accurate record keeping skills
Ability to prioritise own work and other people’s
Ability to delegate
People management skills
Flexible approach to working hours
Checkable work record and references
Able to work at the required times
Friendly, calm disposition
•Responsible for ensuring patients are dealt with in a respectful and confidential manner at times in a primary care environment.
•Organise GP Surgery’s, staff rotas, staff training, arrange staff meetings and take minutes, GP’s meetings and take minutes.
•Responsible for petty cash, organising private fees.
•Assisting the practice manager with daily duties and in her absence taking and recording messages on her behalf ensuring the practice runs smoothly.
•Assisting the practice manager with workload.
•Induct and train any new staff.
•Opening and preparing the surgery for the day. This includes unlocking doors and gates, turning on equipment eg computers etc., and checking GP rooms are ready for the day.
•Answering the telephone and conveying messages. This should be done in an efficient and effective manner.
•Book appointments with Primary, Secondary Care Health Professionals including Home visits.
•Accepting requests for repeat prescriptions, checking the fax and prescription box for repeat prescription requests and preparing them for signing.
•Sorting the mail, ensuring it is dealt with efficiently and forwarded to the correct person.
•Photocopying insurance medicals and reports and maintaining a record of this by Read Code in the patient’s electronic record.
•Filing results and other relevant documents in patients’ electronic record/manual notes and file notes after use.
•Maintenance of patients’ notes both manual and computerised including starting a new wallet when required and dividing the contents in a logical manner upon receipt of manual records.
•Charging patients the appropriate amount for private work, providing a receipt to the patient.
•Periodically checking the fax to make sure it is operational and has an adequate paper supply before leaving in the evening.
•Inputting and accessing information on the clinical computer system.
•Extract records from the filing system when necessary
•Scan documents onto patient electronic record.
•Ensure all patient details are on path lab samples ready for despatch to path lab.
•Dealing with and directing patients appropriately when they attend the surgery.
•Action Practice Notes in line with practice policy.
•Ensuring the surgery is kept tidy and free from items or obstacles that may cause injury to staff or members of the public. Leaving the reception area ready for incoming staff together with information regarding unresolved or urgent problems.
•Carrying out tasks and areas of individual responsibility that have been delegated to you.
•Attending and participating in Receptionist/Practice meetings, ensuring continued assessment and development of practice systems.
•Attending training courses that have been booked for your benefit identified at induction/appraisal in line with training policy.
•Responsible for your own Personal Development Plan.
•Provide administrative support to members of the primary health care team in the following areas ensuring appropriate Practice records are kept up to date
oImmunisation recalls (excluding childhood immunisations)
oSummarising medical records
oRead coding patients letters
oQuality Outcomes Framework (QOF)
•Closing the surgery at the end of the day, ensuring that the security and safety procedures and checks are carried out on the premises, machines and equipment