Job summary
We are looking for a receptionist to work 18 hours per week over 3 days until May 2025.
We are a very busy GP practice so this role would be ideal for someone likes to be constantly on the go.
We are a large team, and we work across 2 sites so being able to drive is desirable.
Our standard opening hours are 8am - 6pm but we are open some evenings until 8pm and some Saturdays 9am-5pm. And the successful applicate would be expected to work these on a rotation.
The main role as a receptionist in a GP practice is to 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.
Main duties of the job
The 4 main duties include:
* Incoming and outgoing calls
* Prescriptions
* Front Desk / Reception Desk
* Tasks set by the GPs and other third parties.
This list is not an exhaustive list but these are the main duties as a receptionist.
About us
We are a large team covering 2 sites.
We have 7 GP Partners
1 Salaried GP
7 members of the nursing team
14 Receptionists
5 Administrators
3 Secretaries
We are also a training practice, so we have a varied number of registrars.
Job description
Job responsibilities
Job Responsibilities:
Administration
- To
have a thorough knowledge of all Practice procedures
- To
work in accordance of written protocols
- Open
mail and send to appropriate designation
- Scanning
of patient correspondence
- Repeat
Prescription processing
- New
patient registration
- Tasks/
Pathology admin
Reception
- Receiving
patients consulting with members of practice team
- Handing
completed repeat prescriptions to patient and checking names and address
- Be
able to cover all reception positions as necessary
- Advise
patients of any charges payable for non NHS services, accept payments and
issue receipts
- Explain
procedures to patients i.e. how to register, Immediate & Necessary
Treatment etc
- Action
special requests to out of hours service
- Pass
on outstanding issues to colleagues coming on duty
- Report
computer breakdowns to the IT lead or Health informatics helpdesk
- Liaise
with other external members of the primary health care team
Appointments
- Process
appointment requests from patients by telephone and in person
- Deal
with visits requests
Computer
- Process
patients change of address computer data and medical records (have
knowledge of practice area
- Process
repeat prescription requests in accordance with practice guidelines,
including on-line requests.
- Monitor
the work list on the Appointments screen
- Ensure
the self check-in screen is operational
- Ensure
the Patient Call system is operational
- Enter
patient encounters onto the journal if necessary
- Make
effective use of the email system
- Assist
colleagues with Docman workflow and Path Lab Links and domiciliary.
Telephone
- Have
working knowledge of telephone, during and after hours.
- Take
messages and pass them on in a timely manner if appropriate
Other Tasks
- Clear
and tidy rooms before/after surgeries
- Ensure
building security have thorough knowledge of doors/windows/alarm
- Any
other tasks allocated by managers
- Leave
machinery operational i.e. change the cartridge, fill with paper etc
This is not an exhaustive list
and the employee will be required to undertake any other duties as required by
senior management
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, to 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
- 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 recognizes 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 which is welcoming to and of the individual, is non-judgmental 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, 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 recognize the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognize 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
Job Responsibilities:
Administration
- To
have a thorough knowledge of all Practice procedures
- To
work in accordance of written protocols
- Open
mail and send to appropriate designation
- Scanning
of patient correspondence
- Repeat
Prescription processing
- New
patient registration
- Tasks/
Pathology admin
Reception
- Receiving
patients consulting with members of practice team
- Handing
completed repeat prescriptions to patient and checking names and address
- Be
able to cover all reception positions as necessary
- Advise
patients of any charges payable for non NHS services, accept payments and
issue receipts
- Explain
procedures to patients i.e. how to register, Immediate & Necessary
Treatment etc
- Action
special requests to out of hours service
- Pass
on outstanding issues to colleagues coming on duty
- Report
computer breakdowns to the IT lead or Health informatics helpdesk
- Liaise
with other external members of the primary health care team
Appointments
- Process
appointment requests from patients by telephone and in person
- Deal
with visits requests
Computer
- Process
patients change of address computer data and medical records (have
knowledge of practice area
- Process
repeat prescription requests in accordance with practice guidelines,
including on-line requests.
- Monitor
the work list on the Appointments screen
- Ensure
the self check-in screen is operational
- Ensure
the Patient Call system is operational
- Enter
patient encounters onto the journal if necessary
- Make
effective use of the email system
- Assist
colleagues with Docman workflow and Path Lab Links and domiciliary.
Telephone
- Have
working knowledge of telephone, during and after hours.
- Take
messages and pass them on in a timely manner if appropriate
Other Tasks
- Clear
and tidy rooms before/after surgeries
- Ensure
building security have thorough knowledge of doors/windows/alarm
- Any
other tasks allocated by managers
- Leave
machinery operational i.e. change the cartridge, fill with paper etc
This is not an exhaustive list
and the employee will be required to undertake any other duties as required by
senior management
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, to 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
- 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 recognizes 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 which is welcoming to and of the individual, is non-judgmental 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, 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 recognize the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognize 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
Qualifications
Essential
- 5 GCSES grade A-C including English and Maths
- IT skills / qualification.
Desirable
- Qualified to NVQ level 2 in Business and Administration
- Have Systmone experience
- Have worked in primary care previously
Person Specification
Qualifications
Essential
- 5 GCSES grade A-C including English and Maths
- IT skills / qualification.
Desirable
- Qualified to NVQ level 2 in Business and Administration
- Have Systmone experience
- Have worked in primary care previously
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.
