GP Reception Manager

Job description

Job responsibilities

The post-holder will be responsible for the day to day supervision and management of all reception staff and associated functions including the repeat prescribing and the clinical systems, ensuring all functions are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the practice manager as necessary and appropriate.

AREAS OF RESPONSIBILITY

First point of contact for reception / nurse staff queries.

1. Cover Reception Monday Friday 8:00 6:30
2. Rotas, availability, changes

Patient services

1. Ensure adequate staffing to cover reception
2. Deal with referral issues
1. RMS Rejected Referrals
2. RMS issues with referral not being sent
3. Manage arrangement of appointments for Annual Reviews
4. Organise flu clinics, co-ordinate staffing
5. Ensure systems are in place to
1. manage the recording new patient registrations
2. manage PCSE ingoing and outgoing Lloyd George Files
3. arrange internal transfer of LG records for incoming patients complete spreadsheet
4. arrange LG copying of new patient Lloyd George Records complete spreadsheet
6. Deal with enquiries from patients reporting back to Practice Manager

Employed staff

1. Manage
1. Holidays
2. Sickness
3. Staff Hours
2. Provide induction training and ongoing review of new reception /admin staff
3. Ensure practice policies are followed and accurate records are kept with particular reference to: appointments, messages, visits, mail, patient registration, repeat prescriptions, filing systems, births and deaths
4. Liaise with practice manager regarding staffing and organisation of work
5. Liaise with other members of the primary healthcare team, outside agencies as required

Administration

1. Attend internal staff meetings
2. Oversee that the use of the computer systems is carried out correctly
3. Continually assesses and evaluates systems recommending changes and improvements to the practice manager as appropriate
4. Oversee updating mandatory training Blue Stream System used at the Practice
5. Oversee Practice Website and Choices Website
6. Coding Letters, Insurance Claims, ordering stationery and liaise with Practice Nurse regarding stock of clinical supplies.

Patient Participation Group

1. Arrange meetings / agenda
2. Create / Distribute / Report on the Patient Questionnaire

GSF Meetings Palliative Care GP at the Practice : Dr Ann Alexander

1. Arrange meetings / agenda
2. Engage with outside services
3. Update patients records following meeting

Information Technology

1. Have full understanding of the EMIS Clinical system

1. Appointments
2. Deductions
3. Registrations
4. Queries

1. Have a working knowledge of all software and hardware
1. Staff Smart Cards
2. MJOG Campaigns

1. Deal with IT problems
2. Train staff in the use of the systems
3. Create / Remove IT accounts as and when staff join / leave the practice
4. Maintain correct template recordings for computer input
5. Fire Marshall ensuring staff and visitor logs are maintained appropriately.

Information

1. Ensure communication systems are running smoothly, doctors and reception staff are kept fully informed of changes in procedures
2. Assist with production and upkeep of practice procedures manual
3. Manage paperwork systems including, mail, internal and external
4. Act as a central source of information

Safeguarding Safeguarding Lead at the Practice : Dr Manu Alexander

Safeguarding is the responsibility of all staff; it is a mechanism for identifying and supporting those children, young people and adults who are at risk from harm and neglect. Staff must be alerted to the potential indicators and fully understand how to act if they suspect abuse or neglect. In doing so, the risk of prolonged harm and neglect will be reduced and the individuals affected will be offered the appropriate level of support and, where applicable justice sought.

Person Specification

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills (generic)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Qualifications

Essential

• GCSE English (C or above) and at least three others

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of leading/managing a team

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Longview Medical Centre

Address

Longview Drive Primary Care Centre

Longview Drive

Liverpool

L36 6EB

Employer's website

http://longviewmedicalcentre.co.uk/index.html (Opens in a new tab)