Job responsibilities
Winterton
Medical Practice
Job
Description
Job Title:
Reception Supervisor /
Administrator
Reports
to: Assistant Practice Manager
We are
looking for someone with excellent communication skills, a compassionate and
friendly nature, and an aptitude for great customer service. You will have the
ability to work in a demanding environment and be committed to offering the
best possible care to patients and excellent support to our Reception team. We
are looking for someone with a professional approach and a flexible can do
attitude that enables you to work effectively as part of a team and to develop
working relationships with all members of the practice.
Reception Administration
Responsible for the day-to-day supervision of all reception
staff and associated functions, ensuring all functions are carried out in
accordance with agreed procedures, protocols and timescales, and reporting to
the practice manager /assistant practice manager, as necessary.
Main Duties and Responsibilities:
- Assisting the Practice Manager and Assistant
Practice Manager in the day-to-day operations of the Reception team.
Oversee daily duties of reception staff to
ensure that quality standards are being met and proper procedures are being
followed.
To act as
the liaison, point between the reception team and management in supporting
staff development and learning.
Overseeing
the Reception and cleaning staff and having oversight of the roles and
responsibilities specifically around:
o
Investigate
any issues/ queries raised by the reception/ cleaning staff.
o
Maintaining
Practice staff records for all training completed.
o
Preparation
of rotas for reception and cleaning staff and ensuring adequate cover for
annual leave/ sickness.
o
Carry out
annual appraisals for the cleaning team and bank staff, identifying any issues
and areas needed for further training, and report back to Practice management
as appropriate
o
Review
the cleaning audits and take appropriate actions to ensure that items highlighted
are followed up and actioned and updated on the cleaning audit record.
- Support all teams with IT issues
Have
a full understanding of the appointment system
- Cover reception/repeat line shifts
as necessary to ensure the smooth running of the practice.
Central
ordering organise ordering of supplies as requested by departments price
match to ensure purchased at the best price
Background
A key
requirement to this role is the ability to accommodate flexible working. There
will be a requirement on occasions to change your hours of work at short notice
to meet the needs of the Practice, and work out of office hours. In turn,
where additional hours above those contracted are worked the Practice will
allow lieu time back, subject to prior agreement with the Assistant Practice
Manager
General
Duties:
- Assisting the Practice Manager and
Assistant Practice Manager in the day to day running of the practice
undertaking ad hoc duties, as necessary.
To
support with the introduction and training of new protocols to the reception
team.
Support
as directed by the Practice management in the updating of reception policies as
required.
- Assisting the Assistant Practice Manager in
organising reception meetings every 3 months and taking the minutes.
- Oversee Klinik requests into the practice and
process these with support of the reception team
- Daily, Weekly and Monthly audit searches and
sending invites from these
ADHOC duties:
- Add completed over 75 health check
patient questionnaires to spreadsheet
- Upload SMS Consent/Dissent changes
to MJog
- Produce and publicise locally
results of the friends and family test. Collate patient comments for
follow up action by the practice/PPG. Provide monthly results to the
Reception Admin Asst for inclusion on the Jayex board
- Support as directed by the
Practice management in the updating of admin policies as required.
- Maintain the absence monitoring
file to record/approve staff annual leave ensuring that hours requested
are correct before approving
- Support with the management of the
Patient Participation groups (face to face & virtual). Attendance at
the quarterly meetings to participate and take the minutes for circulation
to the PPG group, and publication on the Practice website
- Create and Display training
afternoon closure posters
- Undertake the induction to the
Practice for HYMS students.
- Ad-hoc project work as directed by
the Practice Manager/Assistant Practice Manager
- Participate in practice risk
assessments as required, identifying, and prioritising risks and taking
any necessary steps to ensure any possible risks are dealt with and the
risk removed or managed. Keep up to date records on risk assessments
undertaken.
- Assist the assistant practice
manager in the update of policies and arranging training in connection
with Information Governance, QOF and CQC.
- Appointment cancellation lists
ensure reception cancel
- Reception/ Admin/ Apprentice new
starter training.
- Arrange and co-ordinate annual
calibration tests and Pat Testing at both sites.
- Maintain practice equipment list
to ensure it remains current and ensure all necessary testing has been
completed.
- ECG Machines arrange service /
calibration as needed and organise loan equipment
The above
list of duties is not exhaustive and may be subject to change as deemed
necessary.
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. All such information from any source is to be
regarded as strictly confidential
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 to meet patients needs
Effectively
manage own time, workload, and resources
