Job summary
Evelyn Medical Centre is a busy rural GP Practice set in
the heart of the Hope Valley. We are
looking fora part-time administrator to join our friendly and supportive
Reception/Admin Team.
This is an interesting and varied role working in a fast
paced office environment. You could be working on any one of three areas
depending on your working hours and daily needs of the business. On our busy
reception desk, you will receive all patients and visitors to the practice, resolve
patient queries and give out dispensed medications. Alternatively, if you're on our telephone
admin team you will be handling all incoming calls, booking patient
appointments, taking orders for medication and calling patients on behalf of
GPs. On our admin desk you will action
all patient hospital and specialist referrals, type letters for GPs and carry
out numerous admin tasks associated with the smooth running of an efficient
medical practice.
Main duties of the job
The Reception/Admin Team at Evelyn Medical Centre is
split into three separate areas which work closely together to provide a first
class service to our patients. You will
be allocated to one of the teams each day depending on your working hours and
the daily business need.
Successful applicants must have experience of working as
part of a team in a busy customer facing environment and be able to handle
numerous, often complex queries both over the telephone and in person. You should be comfortable working in a fast
paced office, able to prioritise work and react quickly to changing situations.
You must have an eye for detail, be patient, empathetic, professional and
polite and be willing to follow instructions and deliver in line with Evelyn
Medical Centres guidelines and policies.
The ability to keep calm under pressure is essential as is the ability
to communicate clearly and concisely both verbally and in writing. You will also need to be proficient in
Microsoft Office.
About us
Evelyn Medical Centre is a friendly supportive practice. We work hard to provide a first class professional
service to all our patients and be accommodating and understanding. The Reception/Admin Team plays a vital part in
the provision of this service, supporting GPs, nurses and our dispensary
colleagues. On occasion it may be necessary to cover in the dispensary and full training will be provided.
We offer five weeks paid holiday per year and the
opportunity to join the NHS Pension Scheme.
We are looking for full-time and part-time staff. We are open from 8am until 6.30pm Monday to Friday. The working pattern will be within these times. Flexibility to provide cover outside of these times would be advantageous.
Rate of pay is £9 per hour rising to £9.38 on successful completion of probation.
Interview Date : week commencing 17th May 2021
Job description
Job responsibilities
The Reception/Admin Team is split into three interlinked areas
of work so you will need to be flexible, prepared to cover any duties depending
on daily business need. The activities
of each team are:
Reception
Team
This role includes:
- providing
a friendly, welcoming and professional service to all patients and
visitors to the practice
- resolving
patient queries and marking patients as arrived on appointments system
- giving
dispensed medication to patients, taking payments and resolving patient
prescription queries in discussion with Dispensary
- ensuring
all patient details, including email and telephone numbers are accurate at
each contact and update accordingly
- asking
for consent for SMS text messaging whenever this information is missing
- accepting
and checking new patient registration forms and identity documents using
agreed checklist
- accepting
and checking online access forms, proxy forms and third party access forms
and passing to team co-ordinator
- receiving
samples, ensuring all are correctly labelled and alerting the nursing team
if after 12.30pm
- handing
samples directly to courier at 11am
and 2pm ensuring bags are sealed
- accepting
post and deliveries
- making
up patient sample pot packs
- making
up new patient packs
- ensuring
waiting room leaflets and posters are relevant and up to date
- updating
the waiting room TV screen information as requested
- configuring
check in screen twice a day as required
- archiving completed
tasks on a weekly basis
- any other admin tasks as required
Telephone
Admin Team
This role includes:
handling all incoming calls redirecting
elsewhere if appropriate
ensuring all patient details, including email
and telephone numbers are accurate at each contact and update accordingly
asking for consent for SMS text messaging
whenever this information is missing
promoting the use of online services and send
out registration paperwork by email including proxy forms as necessary
sending out third party forms by post or
email as required
actioning all patient tasks in a timely
fashion according to urgency and due date,
accepting and checking new patient
registration forms and identity documents using agreed checklist
accepting and checking online access forms,
proxy forms and third party access forms and passing to team co-ordinator
locating and filing patient notes weekly
preparing outgoing post, including coding of
outgoing letters and referrals to be posted and also those to be collected by
patients to action and complete any emails as requested by the team
co-ordinator
monitoring emails sent into the practice and
auctioning appropriately
ensure
telephones are diverted for Bank Holidays and Quest as required and that
phones are reactivated the following morning
assist with other admin duties as required.
Admin
Desk
This role includes:
- actioning and completing emails as required
- actioning and completing all patient referrals
- ensuring the electronic patient referral system is
monitored and reviewed daily and that issues are resolved in a timely
fashion
- dealing with patient referral queries, discussing
with GPs as required
- typing all GP letters to consultants and other
medical professionals ensuring appropriate layout and using correct
template
- locating and amending patient notes as required
- receiving all incoming post, opening, date stamping
and scanning to patient record
- receiving and inputting details of new patient registrations
including proxy, third party and online access requests
- order stationery and sundry items as and when
required ensuring maximum value for money
- attending monthly team meeting, taking action points and circulating to
all practice staff
- producing the quarterly practice newsletter
- deputise for the team co-ordinator, updating the
practice website and posting on Facebook/Twitter as requested by Practice
Manager
- assist with any other admin duties as required.
Job description
Job responsibilities
The Reception/Admin Team is split into three interlinked areas
of work so you will need to be flexible, prepared to cover any duties depending
on daily business need. The activities
of each team are:
Reception
Team
This role includes:
- providing
a friendly, welcoming and professional service to all patients and
visitors to the practice
- resolving
patient queries and marking patients as arrived on appointments system
- giving
dispensed medication to patients, taking payments and resolving patient
prescription queries in discussion with Dispensary
- ensuring
all patient details, including email and telephone numbers are accurate at
each contact and update accordingly
- asking
for consent for SMS text messaging whenever this information is missing
- accepting
and checking new patient registration forms and identity documents using
agreed checklist
- accepting
and checking online access forms, proxy forms and third party access forms
and passing to team co-ordinator
- receiving
samples, ensuring all are correctly labelled and alerting the nursing team
if after 12.30pm
- handing
samples directly to courier at 11am
and 2pm ensuring bags are sealed
- accepting
post and deliveries
- making
up patient sample pot packs
- making
up new patient packs
- ensuring
waiting room leaflets and posters are relevant and up to date
- updating
the waiting room TV screen information as requested
- configuring
check in screen twice a day as required
- archiving completed
tasks on a weekly basis
- any other admin tasks as required
Telephone
Admin Team
This role includes:
handling all incoming calls redirecting
elsewhere if appropriate
ensuring all patient details, including email
and telephone numbers are accurate at each contact and update accordingly
asking for consent for SMS text messaging
whenever this information is missing
promoting the use of online services and send
out registration paperwork by email including proxy forms as necessary
sending out third party forms by post or
email as required
actioning all patient tasks in a timely
fashion according to urgency and due date,
accepting and checking new patient
registration forms and identity documents using agreed checklist
accepting and checking online access forms,
proxy forms and third party access forms and passing to team co-ordinator
locating and filing patient notes weekly
preparing outgoing post, including coding of
outgoing letters and referrals to be posted and also those to be collected by
patients to action and complete any emails as requested by the team
co-ordinator
monitoring emails sent into the practice and
auctioning appropriately
ensure
telephones are diverted for Bank Holidays and Quest as required and that
phones are reactivated the following morning
assist with other admin duties as required.
Admin
Desk
This role includes:
- actioning and completing emails as required
- actioning and completing all patient referrals
- ensuring the electronic patient referral system is
monitored and reviewed daily and that issues are resolved in a timely
fashion
- dealing with patient referral queries, discussing
with GPs as required
- typing all GP letters to consultants and other
medical professionals ensuring appropriate layout and using correct
template
- locating and amending patient notes as required
- receiving all incoming post, opening, date stamping
and scanning to patient record
- receiving and inputting details of new patient registrations
including proxy, third party and online access requests
- order stationery and sundry items as and when
required ensuring maximum value for money
- attending monthly team meeting, taking action points and circulating to
all practice staff
- producing the quarterly practice newsletter
- deputise for the team co-ordinator, updating the
practice website and posting on Facebook/Twitter as requested by Practice
Manager
- assist with any other admin duties as required.
Person Specification
Experience
Essential
- Experience of working in a customer facing environment essential
Desirable
- Experience of working in an office would be desirable
Ability to prioritise
Essential
- To be able to prioritise work and react quickly to changing situations
IT skills
Essential
- Ability to use a range of IT packages including Word, Excel and Teams. Be familiar with email.
Person Specification
Experience
Essential
- Experience of working in a customer facing environment essential
Desirable
- Experience of working in an office would be desirable
Ability to prioritise
Essential
- To be able to prioritise work and react quickly to changing situations
IT skills
Essential
- Ability to use a range of IT packages including Word, Excel and Teams. Be familiar with email.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
