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Business Administration Level 3 Apprentice

Collingwood Surgery

£14,722.50 - 37.5 hours per week

Working week: Mon - Fri working hours are between 8am-8pm Shifts will vary

To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others.  To act as the first point of contact for patients contacting the practice and to portray the practice in the highest possible professional basis.  To ensure that enquiries from patients are efficiently and courteously handled to the mutual satisfaction of the partners and patients. 

Role and responsibilities

  • Be the first point of contact for patients and visitors whether this be in person or by telephone.   
  • Book in, amend and cancel patient appointments inline with the practice/hub appointments procedures ensuring optimum efficiency of the appointment system. 
  • Ensure that patients without appointments but who need "urgent consultations" are booked into appropriate slots and referred to a GP where necessary. 
  • Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice's protocols.  Print off home visit summary sheets. 
  • Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed. 
  • Register new patients onto the computer system 
  • Advise patients of relevant charges for private services, accept payment and issue receipts for the same. 
  • Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions 
  • Ensure correspondence, reports, results etc are filed electronically in correct patient records. 
  • Ensure reception and waiting areas are kept neat and tidy 
  • Re-stocking of information leaflets as appropriate 
  • Answering incoming telephone calls, ensuring calls are documented and redirected accordingly. 
  • Undertake administration tasks as required (eg reports, recalls, audit,etc)  
  • Action start and end of day procedures ensure answering machine service for out of hours information is directed appropriately – switched to answer machine at close of business each day. 
  • Ensure up to date maintenance of computerised filing systems (patient records) 
  • Check emails on a daily basis 
  • Regularly check patient tasks to ensure they have been actioned in a timely manner 
  • Inform other team members if notified of a death of patient 
  • Sort and deal with items in communal work box 
  • Check specimen fridge daily for lab specimens 
  • Record fridge temperatures daily 
    This job description is not exhaustive and may be adjusted periodically after review and consultation.  You will also be expected to carry out any reasonable duties, which may be requested from time to time.

    Secondary Responsibilities 
  • Be a representative for the practice in one or more of the following categories known as a champion:  Carers, cancer, domestic violence, military veterans or any other appropriate area require a champion. 
  • Chaperoning-from time to time there may be a need to chaperone appointments. Ensuring that chaperone training has been taken and the necessary steps are carried out both efficiently and discreetly.  
  • Checking that there is sufficient clinical stock and stationery on a weekly basis, placing orders where necessary. 
  • Check all clinical and admin rooms and ensure that they are clean and tidy and fully stocked daily to ensure clinics run smoothly and efficiently and all equipment is in good, working order. 
  • Being a key holder for the hub and ensuring that the building is opened and locked up correctly and securely.  
  • Managing room bookings for the hub and reporting general maintenance issues to property maintenance. 

 

Employees must work safely at all times in accordance with legislative requirements and practice policy and procedures. 

Required Skills

  • Approachable manner
  • Confident
  • Communication skills
  • Keen willingness to learn
  • IT skills
  • Passionate about general practice
  • Patient

Training and support

Learning and Skills apprenticeship programmes are delivered through a mixture of face-to-face and virtual methods by our fully qualified and industry experienced apprentice training team. Using their expert knowledge gained from time spent in the industry, weve tailored our programmes to use the most up-to-date tools and technologies so that the skills we create can be used directly in the workplace. As one of our learners, youll benefit from coaching, help and guidance from our dedicated team whose job it is to ensure your success. Successful completion of this apprenticeship gives you an accredited Business Administration Level 3Apprenticeship qualification

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