GP Receptionist / Administration

Cannock Road Medical Practice

This job is now closed

Job summary

Are you looking for a new challenge and to join a friendly and supportive team? If so then we would like to hear from you.

Essington Medical Centre is a group practice across two sites serving 9300 patients and is looking for a receptionist / administrator to join our team.

We are looking to recruit 2 x 11hrs posts

Main duties of the job

The following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Maintain and monitor the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Signpost patients to the correct service

e. Initiating contact with and responding to, requests from patients, team members and external agencies

f. Clinically code data on Emis Web clinical system

g. Photocopy documentation as required

h. Data entry of new and temporary registrations and relevant patient information as required

i. Input data into patients healthcare records as necessary

j. Manage all queries as necessary in an efficient manner

k. Maintain a clean, tidy, effective working area at all times

l. Monitor and maintain the reception area and notice boards

m. Support all clinical staff with general tasks as requested

About us

Essington Medical Centre is a forward thinking practice operating over two sites, serving a population of 9,300 patients in the Wolverhampton area. We are a training practice supporting new GPs and student nurses. As a practice with a recent "Good" CQC rating, we continue to work hard to deliver a high level of quality care to our patient population.

We are committed to providing an open, friendly and supportive environment where all staff are comfortable sharing ideas and can expect to be provided with the tools and support they need to enjoy working and succeed in their role. We will provide the ongoing coaching and development you'll need to become a confident medical secretary, hopefully leading to a long and successful and career in Primary Care.

Date posted

25 August 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A1805-23-0003

Job locations

Essington Medical Centre

Hobnock Road

Essington

Wolverhampton

WV11 2RF

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Greet patients and visitors to the practice.

Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.

Ensure that patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to a GP where necessary.

Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols. Print off home visit summary sheets.

Ensure computerised appointment system is up-to-date.

Respond and/or redirect all patient and visitor requests accordingly.

Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.

Set-up of new patients onto the computer system.

Advise patients of relevant charges for private services, accept payment and issue receipts for same.

Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions.

Ensure correspondence, reports, results etc. are filed electronically in correct patient record. To scan hospital correspondence and attach to computer system with the appropriate read code, ensuring they are all filled away once attached.

Ensure reception and waiting areas are kept neat and tidy

Re-stocking of information leaflets as appropriate

Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.

Undertake administration tasks as allocated on rota organised by Practice Manager.

Action start and end of day procedures. Checking the out of hours telephone switch over is operating effectively before leaving the premises

Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).

Check emails on a daily basis. Also regularly check fax machine for incoming messages. Send faxes as required.

Regularly check tasks in System one to check all messages have been actioned.

Participate in relevant internal and external training to maintain a high standard of work and continued lifelong learning.

To maintain good communication with all colleagues and encourage good working relationship with all members of the practice.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

Compliance with data security and protection

Answer the telephone in a timely manner and ensure all missed calls are called back

To ensure at all times security of working rooms, patients records etc. To ensure practice premises are left secure and prescriptions are locked away at all times

To ensure strict confidentiality is maintained at all times

To attend and participate in practice meetings, if required to do so.

Assignment of work

The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.

The Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Practice Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Practice Manager. The Post-holders work is formally reviewed by annual appraisal.

The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.

Decisions & judgements

The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:

Establishing and maintaining effective lines of communication with the GPs and Practice Manager.

Communicating clearly and effectively with staff to aid the smooth running of the Practice.

Responding to requests or queries for support as they arise in an appropriate and timeous manner.

Prioritising workload and requests for support.

Making the most effective use of resources available.

Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.

Person SpecificationQualificationsEssential

GCSE grade A to C in English and Maths

Desirable

Experience of working in primary care
Experience of working in a GP practice

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.