Job summary
Due to the retirement of a
long-standing team member, we are looking to recruit a GP
Receptionist/Administrator (Patient Care Coordinator) to join our friendly,
busy Practice.
You will be an integral part of a small team who are committed to
delivering the highest quality patient service in a supported environment. The
successful applicant will be a caring and compassionate individual, with a
willingness to go that extra mile for patients.
Proven experience in administration and customer service. To provide a
face-to-face service on reception of patients and visitors to the Practice,
answering the telephone, handling and following up queries, data input with
good attention to detail and accuracy with the opportunity to learn new skills
and develop.
Strong communication and keyboard skills are essential as is a flexible
and positive attitude.
Required to work a fixed shift pattern over 4 days as follows:
Mondays & Tuesdays 13:00-18:30 pm
Thursdays & Fridays 07:45-13:00 pm
Main duties of the job
Receive, assist
and direct patients in accessing the appropriate service or healthcare
professional in a courteous, efficient and effective way.
Provide general assistance to the practice team
and project a positive and friendly image to patients and other visitors,
either in person or via the telephone.
Undertake a variety of administrative duties to
assist in the smooth running of the practice, including the provision of
clerical support to clinical staff and other members of the practice team.
Facilitate effective communication between
patients, members of the primary health care team, secondary care and other
associated healthcare agencies.
About us
We are a busy, friendly, high achieving Practice based in the Town of Hertford with a list size of a 12,086 patients.
Our Practice Team comprises, GP Partners, a Business Partner, an Assistant Practice Manager, Salaried GP's, Nurse Practitioners, Practice Nurses, an in-house Pharmacist, a Reception Manager, a Reception Supervisor, a small team of Receptionists, a Care Coordinator, an IT Manager, a HR Manager, and a Prescription Clerk. Provided by our Primary Care Network to complement our team, we have two Social Prescribers, Pharmacists and Pharmacy Technicians and access to Physio services.
CQC Rating is Good.
Job description
Job responsibilities
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
- Deal with all general enquiries, explain procedures and make new and follow-up appointments.
- Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
- Enter requests for home visits onto the system, ensuring to carefully record all relevant details and referring to duty doctor where necessary.
- Process AIHV requests in accordance with practice protocol.
- Process and distribute incoming and outgoing mail via on-line system, website, email and SystmOne as appropriate.
- Accepting requests for repeat prescriptions as appropriate – checking on-line systems, and prescription box.
- Computer data entry/data location collation and scanning; processing and recording information in accordance with practice procedures.
- Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
- Enter patient information on to the computer as required.
- Helping new reception staff and training of new reception staff.
- Patient notes and correspondence:
- Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
- Ensure records are kept in good repair, with all necessary information on the outside cover clearly visible.
- Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
- When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
- Ensure that all new patient paperwork is correct and accurate
- Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.
- Make and serve refreshments, ensure the kitchen is kept clean and tidy and the waiting room in turn with other staff.
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
Job description
Job responsibilities
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
- Deal with all general enquiries, explain procedures and make new and follow-up appointments.
- Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
- Enter requests for home visits onto the system, ensuring to carefully record all relevant details and referring to duty doctor where necessary.
- Process AIHV requests in accordance with practice protocol.
- Process and distribute incoming and outgoing mail via on-line system, website, email and SystmOne as appropriate.
- Accepting requests for repeat prescriptions as appropriate – checking on-line systems, and prescription box.
- Computer data entry/data location collation and scanning; processing and recording information in accordance with practice procedures.
- Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
- Enter patient information on to the computer as required.
- Helping new reception staff and training of new reception staff.
- Patient notes and correspondence:
- Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
- Ensure records are kept in good repair, with all necessary information on the outside cover clearly visible.
- Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
- When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
- Ensure that all new patient paperwork is correct and accurate
- Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.
- Make and serve refreshments, ensure the kitchen is kept clean and tidy and the waiting room in turn with other staff.
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
Person Specification
Qualifications
Essential
- GCSE English
- Evidence of continual professional development
Experience
Essential
- Experience in a patient facing role.
- Experience of working as a receptionist.
- Experience of data input.
Desirable
- Experience of working within the NHS.
- Experience of working in a GP Surgery.
Knowledge & Skills
Essential
- Well organised, polite and calm.
- Ability to deal with complex and sensitive situations with empathy and sensitivity.
- Attention to detail.
- A commitment to learning and seeking continuous improvement.
- Flexible and enthusiastic.
- Ability to communicate effectively with patients and staff.
Desirable
- Knowledge of GDPR (General Data Protection Regulation)
- Knowledge of CQC (Care Quality Commission)
Person Specification
Qualifications
Essential
- GCSE English
- Evidence of continual professional development
Experience
Essential
- Experience in a patient facing role.
- Experience of working as a receptionist.
- Experience of data input.
Desirable
- Experience of working within the NHS.
- Experience of working in a GP Surgery.
Knowledge & Skills
Essential
- Well organised, polite and calm.
- Ability to deal with complex and sensitive situations with empathy and sensitivity.
- Attention to detail.
- A commitment to learning and seeking continuous improvement.
- Flexible and enthusiastic.
- Ability to communicate effectively with patients and staff.
Desirable
- Knowledge of GDPR (General Data Protection Regulation)
- Knowledge of CQC (Care Quality Commission)
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
