Receptionist/ Administrator

Job description

Job responsibilities

Ø Dealing with queries regarding services offered by the practice.

Ø Making telephone calls as requested.

Ø Arranging appointments for medicals and other non-routine appointments.

Ø Taking messages and recording them accurately in the patient record.

Ø Greeting and directing patients and checking their appointments.

Ø Handing out letters, completed forms, specimen bottles etc.

Ø Accepting requests for completion of forms, e.g. private health insurance claim forms etc. (check if a fee payable and take payment if appropriate).

Ø Accepting requests for medical examinations ie taxi/adoption, add to waiting list with correct contact details.

Ø Collecting fees for chargeable items.

Ø Generating computerised repeat prescriptions.

Ø Accepting deliveries and logging appropriately.

Ø Making routine and urgent appointments.

Ø Dealing with problems and queries from doctors, other staff, attached staff, patients and other agencies.

Ø Using the computer to enter patient information.

Ø Opening and securing the building.

Ø Ensuring patient signatures and ID on relevant forms.

Ø Updating notices and leaflets in the waiting room.

Ø Registering new patients, temporary residents and those requiring immediately necessary treatment.

Ø Sorting signed prescriptions.

Ø Disposing and recording of prescriptions failed to be collected.

Ø As part of the reception team, you would be expected to demonstrate flexibility and you may be asked to work in other areas/sites.

Ø Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensuring procedures are completed correctly.

Ø Advise patients of relevant charges for private services, accept payment and issue receipts if needed, keeping records of such payments up to date

Ø Enter requests for home visits in system with relevant information.

Ø Action requests for ambulance transportation and enter details on the computer.

Ø Action requests for interpreters, book as appropriate and enter details on the computer.

Ø Act as an interpreter if needed.

Ø Act as a chaperone if needed.

Ø Recognise the importance of effective communication and strive to communicate effectively with other team members, patients and carers and to recognise people’s needs for alternative methods of communication and respond accordingly. This includes the use of the NHS email system as an efficient means of communication.

Ø Assist in maintaining a tidy and safe work area free from hazards and report anything considered to be a health risk or hazard to the reception team leader or site manager.

Ø During your working day you will often be in possession of confidential/personal information. You must not disclose or discuss such information outside your place of work and information should only be shared on a need to know basis with approved bodies.

Ø You should only access/read medical records if you are dealing with said patient.

Ø Failure to observe confidentiality will result in disciplinary action.

Ø Under the provision of the Data Protection Act and GDPR, it is the responsibility of each member of staff to ensure that all computerised personal information relating to patients and other members of staff which he/she has access in the course of employment, is regarded as strictly confidential. Failure to adhere to this instruction will be regarded as serious misconduct and lead to disciplinary action.

Person Specification

Qualifications

Essential

• Good standard of General Education

Desirable

• ECDL or equivalent
• NVQ in Customer Service or equivalent
• GCSE (Or equivalent) English/ Maths Grade C or above
• Proven record of personal achievement.
• Good customer services skills.
• Good understanding of SystmOne.

Experience

Essential

• Relevant Reception experience.
• Relevant Call Handling and Customer Service Experience
• Ability to work in a team or on own initiative
• Working knowledge of Microsoft Word/Excel/ Outlook

Desirable

• Experience of working in a GP practice/ Health Sector
• Working in a multi cultural environment
• Experience of working with SystmOne

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

Kensington Partnership

Address

Kensington Street Health Centre

Whitefield Place

Bradford

West Yorkshire

BD8 9LB

Employer's website

https://www.kensingtonpartnership.org/ (Opens in a new tab)