Job summary
Receive, assist
and direct patients in accessing the appropriate service or healthcare
professional in a courteous, efficient and effective way.
Provide general admin assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via telephone.
If
Dispensing Experience (Non-essential)
- Process all relevant prescriptions as authorised by GPs and prescribing
nurses where appropriate, in accordance with the principles of good practice.
Main duties of the job
Reception
- Receiving patients, consulting with members of practice team
- Processing personal & telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Register new patients, temporary residents & any requiring immediate and necessary treatment
- Process repeat prescription requests in accordance with practice guidelines
- Handing completed repeat prescriptions to patient & checking names and address
- Be able to cover all reception duties as necessary
Administration
- To have a thorough knowledge of all practice procedures & protocols
- Participate in all admin duties relating to systems and processes
- Electronic processing of scanned post in medical records
- Participate in admin e-mail duties, including communications from other providers and patients
- Participate in Data Collection / Data Input / Data Quality & Note Summarising work as required
- Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
If Dispensing Experience (Non-essential)
- To ensure that all medicines & appliances dispensed are checked against the prescription
- To collect all due prescription charges & ensure that patient declaration is duly filled in & signed
- To take prompt action in response to any drug alert bulletins
- To maintain full & accurate records of all dispensing transactions
- To operate efficient stock control & ensure drugs are stored in an appropriate manner
About us
Barlborough Medical Practice is a friendly forward
thinking GP practice in Barlborough, North East Derbyshire, and a member of the NHS Derby and Derbyshire ICB (formerly the Clinical Commissioning Group).
The Practice is a semi rural dispensing practice run from 2 sites, a main surgery at Barlborough, and a branch at Renishaw.
We are seeking to recruit a Receptionist / Administrator to our Friendly team, who would work from both of these sites.
- Patient
list size 8k
- Paper Light Practice: Clinical System: TPP SystmOne
- NHS Pension Scheme
- 5 weeks annual leave plus bank holidays (pro rata to full time)
As we are a Dispensing Practice, a qualification to
Dispensing Assistant Level would be advantageous, but not essential.
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.
Job description
Job responsibilities
Reception:
- Receiving patients, consulting with members of practice team
- Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Register new patients, temporary residents and any requiring immediate and necessary treatment
- Process repeat prescription requests in accordance with practice guidelines
- Handing completed repeat prescriptions to patient and checking names and address.
- Be able to cover all reception duties as necessary
Administration:
- To have a thorough knowledge of all practice procedures
- To work in accordance of written protocols
- Participate in all admin duties relating to systems and processes
- Electronic processing of scanned post in medical records
- Participate in admin e-mail duties, including communications from other providers and patients
- Participate in Data Collection / Data Input / Data Quality and Note Summarising work as required
- Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
If Dispensing Experience (Non-essential):
- To ensure that all medicines and appliances dispensed are checked against the prescription and whenever there is doubt about the appropriateness of the item, or about the dose or labelling instructions to check with the authorising doctor or duty doctor.
- To collect all due prescription charges and ensure that the patient declaration on the reverse of the FP10 is duly filled in and signed by the patient.
- To ensure that all monies received or handled on behalf of the practice are appropriately stored in the till, and a record kept of all financial transactions.
- To operate efficient stock control appropriate to the needs of the practice, with the objective of ensuring continuity of supply for patients and minimising wastage through out of date stock.
- To ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions.
- To ensure that shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the dispensary and that all dispensary equipment is kept clean and is in good working order.
- To take prompt action in response to any drug alert bulletins that may be received from time to time.
- To ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record/logbook.
- To maintain full and accurate records of all dispensing transactions, incorporating the use of computers when available and appropriate.
Appointments:
- Process appointment requests for today/future appointments from patients by telephone and in person.
- Deal with home visits requests
Telephone:
- Have working knowledge of telephone system, during and after hours
Other Tasks:
- Clearing and re-stocking of consulting rooms as required
- Ensure building security have thorough knowledge of doors/windows/alarm
- Any other tasks allocated by managers
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Job description
Job responsibilities
Reception:
- Receiving patients, consulting with members of practice team
- Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Register new patients, temporary residents and any requiring immediate and necessary treatment
- Process repeat prescription requests in accordance with practice guidelines
- Handing completed repeat prescriptions to patient and checking names and address.
- Be able to cover all reception duties as necessary
Administration:
- To have a thorough knowledge of all practice procedures
- To work in accordance of written protocols
- Participate in all admin duties relating to systems and processes
- Electronic processing of scanned post in medical records
- Participate in admin e-mail duties, including communications from other providers and patients
- Participate in Data Collection / Data Input / Data Quality and Note Summarising work as required
- Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
If Dispensing Experience (Non-essential):
- To ensure that all medicines and appliances dispensed are checked against the prescription and whenever there is doubt about the appropriateness of the item, or about the dose or labelling instructions to check with the authorising doctor or duty doctor.
- To collect all due prescription charges and ensure that the patient declaration on the reverse of the FP10 is duly filled in and signed by the patient.
- To ensure that all monies received or handled on behalf of the practice are appropriately stored in the till, and a record kept of all financial transactions.
- To operate efficient stock control appropriate to the needs of the practice, with the objective of ensuring continuity of supply for patients and minimising wastage through out of date stock.
- To ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions.
- To ensure that shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the dispensary and that all dispensary equipment is kept clean and is in good working order.
- To take prompt action in response to any drug alert bulletins that may be received from time to time.
- To ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record/logbook.
- To maintain full and accurate records of all dispensing transactions, incorporating the use of computers when available and appropriate.
Appointments:
- Process appointment requests for today/future appointments from patients by telephone and in person.
- Deal with home visits requests
Telephone:
- Have working knowledge of telephone system, during and after hours
Other Tasks:
- Clearing and re-stocking of consulting rooms as required
- Ensure building security have thorough knowledge of doors/windows/alarm
- Any other tasks allocated by managers
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Experience
Essential
- Experience of working in a public reception environment.
- Experience of telephone switchboard operation.
- Experience of Microsoft Office software.
- Experience of dealing with the public/patients.
- Experience of administration/clerical duties.
Desirable
- Experience of working in Primary Care.
- Experience of SystmOne clinical system.
- Experience of working in a Dispensary (Not essential but advantageous).
- Stock levels, usage tracking and re-ordering arrangements.
Knowledge and Skills
Essential
- Advanced numeracy skills.
- Excellent keyboard and computer skills.
- Excellent communication skills.
Other
Essential
- Flexibility of working hours/able to work at the desired times.
- Car driver/clean licence.
- Commit to a DBS check.
Qualifications
Essential
- A Good Quality Secondary School Education (as a minimum).
- A demonstrable commitment to professional development
Desirable
- Qualification to Dispensing Assistant Level would be advantageous.
Qualities and Attributes
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality.
- Ability to use own judgement, resourcefulness and common sense.
- Ability to work without direct supervision and determine own workload priorities.
- Ability to work as part of an integrated multi-skilled team.
- Pleasant and articulate.
- Able to work under pressure.
- Able to work in a changing environment.
- Able to use own initiative.
Person Specification
Experience
Essential
- Experience of working in a public reception environment.
- Experience of telephone switchboard operation.
- Experience of Microsoft Office software.
- Experience of dealing with the public/patients.
- Experience of administration/clerical duties.
Desirable
- Experience of working in Primary Care.
- Experience of SystmOne clinical system.
- Experience of working in a Dispensary (Not essential but advantageous).
- Stock levels, usage tracking and re-ordering arrangements.
Knowledge and Skills
Essential
- Advanced numeracy skills.
- Excellent keyboard and computer skills.
- Excellent communication skills.
Other
Essential
- Flexibility of working hours/able to work at the desired times.
- Car driver/clean licence.
- Commit to a DBS check.
Qualifications
Essential
- A Good Quality Secondary School Education (as a minimum).
- A demonstrable commitment to professional development
Desirable
- Qualification to Dispensing Assistant Level would be advantageous.
Qualities and Attributes
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality.
- Ability to use own judgement, resourcefulness and common sense.
- Ability to work without direct supervision and determine own workload priorities.
- Ability to work as part of an integrated multi-skilled team.
- Pleasant and articulate.
- Able to work under pressure.
- Able to work in a changing environment.
- Able to use own initiative.
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.