Job summary
To provide the first point of
contact for patients and to act as the means of communication between patients,
Doctors, other clinical staff and associated personnel.
To assist the Doctors in their efforts to
provide an effective and efficient service.
To provide administrative support to all members of the Practice team.
Main duties of the job
We are looking for a friendly dynamic person to join our reception team. The ideal candidate will have experience of dealing with people as it can be a very demanding position.
Knowledge of using a computer is essential however training will be given on EMIS (the clinical system).
Due to covid-19 most patient contact is via the telephone at the moment so a confident, clear phone manor is required.
About us
We are a friendly training practice and have a patient population of approximately 11,000.
Our Clinical Team is made up of 5 GP Partners, 3 salaried GPs, 1 Paramedic, 2 Practice Nurses, 1 Midwife, 1 Clinical Pharmacist, 1 Healthcare Assistant and 1 Phlebotomist.
We also have 1 Clinical Pharmacist and a Social Prescriber working with us on site as part of the Cygnet Primary Care Network.
We have our reception team, 2 secretaries, administrative staff, Operations Manager and Practice Manager.
We use EMIS Web and Docman clinical systems.
Only shortlisted applicants will be contacted
Job description
Job responsibilities
- RECEPTION
DUTIES
Greeting and directing patients, ensuring the
efficiency of the appointment system and monitoring the flow of patients to
consulting and treatment rooms.
Ensure that patients who need urgent
consultations 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 that
procedures are completed.
Advise patients of relevant charges for private
services, accept payment and issue receipts for same.
Respond to all queries and requests for
assistance from patients and other visitors.
Enter requests for home visits into Visit Book,
including all relevant information.
Action requests for ambulance transportation.
Action requests for results and appointments
Fax letters/forms as required
Photocopy as required
Open post, scan, file and distribute as
necessary
Ensure reception and waiting areas are kept neat
and tidy
MANAGEMENT OF APPOINTMENTS SYSTEM
MANAGEMENT OF MEDICAL RECORDS
File correspondence both electronically and
manually to include reports, results, as required according to agreed
protocols.
Ensure that the records are accurate
- COMPUTER
Be familiar with the clinical programme used in
the Surgery; enter data as required accurately, in accordance with agreed
protocols.
Use the computer to produce repeat
prescriptions, in accordance with agreed protocols.
Use the computer to produce appointments
sessions lists.
Use the computer to enter patient data as
required, according to agreed protocols.
Use the computer to access data searches as
required, according to agreed protocols.
Scan documents into patient records according to
protocols
- OPERATION
OF TELEPHONE SYSTEM
Answer the telephone, re-direct calls as
appropriate, answer queries, and take messages.
Ensure telephone system has switched over to night
service as required.
- OTHER
DUTIES
- START
AND END OF DAY PROCEDURES
Open up premises at start of day, set alarm to
day function and make all necessary preparations to receive patients.
Secure premises at end of day, ensure building
is totally secure, internal lights off, and alarm activated.
Job description
Job responsibilities
- RECEPTION
DUTIES
Greeting and directing patients, ensuring the
efficiency of the appointment system and monitoring the flow of patients to
consulting and treatment rooms.
Ensure that patients who need urgent
consultations 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 that
procedures are completed.
Advise patients of relevant charges for private
services, accept payment and issue receipts for same.
Respond to all queries and requests for
assistance from patients and other visitors.
Enter requests for home visits into Visit Book,
including all relevant information.
Action requests for ambulance transportation.
Action requests for results and appointments
Fax letters/forms as required
Photocopy as required
Open post, scan, file and distribute as
necessary
Ensure reception and waiting areas are kept neat
and tidy
MANAGEMENT OF APPOINTMENTS SYSTEM
MANAGEMENT OF MEDICAL RECORDS
File correspondence both electronically and
manually to include reports, results, as required according to agreed
protocols.
Ensure that the records are accurate
- COMPUTER
Be familiar with the clinical programme used in
the Surgery; enter data as required accurately, in accordance with agreed
protocols.
Use the computer to produce repeat
prescriptions, in accordance with agreed protocols.
Use the computer to produce appointments
sessions lists.
Use the computer to enter patient data as
required, according to agreed protocols.
Use the computer to access data searches as
required, according to agreed protocols.
Scan documents into patient records according to
protocols
- OPERATION
OF TELEPHONE SYSTEM
Answer the telephone, re-direct calls as
appropriate, answer queries, and take messages.
Ensure telephone system has switched over to night
service as required.
- OTHER
DUTIES
- START
AND END OF DAY PROCEDURES
Open up premises at start of day, set alarm to
day function and make all necessary preparations to receive patients.
Secure premises at end of day, ensure building
is totally secure, internal lights off, and alarm activated.
Person Specification
Experience
Essential
- Experience in a Customer Service role
- Ability to work under pressure and to prioritise workload
- Able to follow GDPR policies and guidelines
- Understanding of confidentiality
- Good standard of Literacy & Numeracy
- Computer literate
- Good clear and confident communicator
- Ability to work as a member of a team
Desirable
- Experience of working in a GP surgery
- Ability to be flexible with hours to cover holidays and sickness
- Experience of EMIS
Person Specification
Experience
Essential
- Experience in a Customer Service role
- Ability to work under pressure and to prioritise workload
- Able to follow GDPR policies and guidelines
- Understanding of confidentiality
- Good standard of Literacy & Numeracy
- Computer literate
- Good clear and confident communicator
- Ability to work as a member of a team
Desirable
- Experience of working in a GP surgery
- Ability to be flexible with hours to cover holidays and sickness
- Experience of EMIS
