Job summary
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.
All reception administrators work on a rota system to ensure that the
practice is able to deliver its key functions throughout its period of opening,
currently 0800-2000 from Monday to Friday, and on Saturday mornings. To this end, all members of the team are
required to provide cover during periods of leave or absence of other members
of the team and these requirements are communicated by the Reception Manager at
the time each rota is formed.
Main duties of the job
To have a thorough
knowledge of all relevant Practice procedures.
To work in accordance with
relevant written protocols.
To send practice notes
according to protocol to Healthcare professionals and action responses in a
correct and efficient manner.
Process appointment
requests for today and future appointments by telephone.
Deal with visit requests in
accordance with accepted protocols.
Complete any other
appropriate task as required by the practice management team.
Receive and advise patients
consulting with members of Practice Team.
Handling completed repeat
prescriptions to patient and checking names and address.
Handling samples from
patients and adding to triage list if an infection, or placing in box if
labelled/bag sample.
Providing new patients with
registration forms, advising on completion and photocopying proof of address and
passports.
Process appointments
requests for today or in the future from patients in person.
Assisting patients in any
way they might reasonably require including but not restricted to those
with mobility issues.
Have an appropriately
comprehensive knowledge of the telephone system, during and after hours.
Other Tasks
Clear waiting room after
surgery if no house keeper on duty.
Ensure building security
have thorough knowledge of
doors/windows/alarms, as well as opening and closing procedures for the
practice.
Any other task allocated by the practice
management team.
About us
Beechfield Medical Centre is a well-established and highly regarded GP practice based in the heart of the Lincolnshire market town of Spalding, operating from modern purpose built premises. We are looking to appoint several new team members as we look to develop and enhance the services we are able to offer to our nearly 19,500 patients.
The ideal candidates will have previous primary care experience, however full training will be available to the right candidate. You will have good IT and communication skills. You will need to be able to work under your own initiative with minimal supervision. You must be a good team player, who can proactively manage their workload, even when under pressure, maintaining both accuracy and attention to detail. Being able to communicate clearly and effectively with clinicians, patients and colleagues is essential as is the ability to be flexible.
To ensure that the practice is able to deliver its key functions throughout its period of opening, currently 0800-1830 from Monday to Friday, all positions will be required to work across these times and flexibility to cover colleagues and provide support at busy times will be required.
Job description
Job responsibilities
Administration
To have a thorough
knowledge of all relevant Practice procedures.
To work in accordance with
relevant written protocols.
To send practice notes
according to protocol to Healthcare professionals and action responses in a
correct and efficient manner.
Process appointment
requests for today and future appointments by telephone.
Deal with visit requests in
accordance with accepted protocols.
Fax and photocopy as
requested.
Complete any other
appropriate task as required by the practice management team.
Reception
Receive and advise patients
consulting with members of Practice Team.
Handling completed repeat
prescriptions to patient and checking names and address.
Handling samples from
patients and adding to triage list if an infection, or placing in box if
labelled/bag sample.
Providing new patients with
registration forms, advising on completion and photocopying proof of address and
passports.
Process appointments
requests for today or in the future from patients in person.
Assisting patients in any
way they might reasonably require including but not restricted to those
with mobility issues.
Telephone
Have an appropriately
comprehensive knowledge of the telephone system, during and after hours.
Other Tasks
Clear waiting room after
surgery if no house keeper on duty.
Ensure building security
have thorough knowledge of
doors/windows/alarms, as well as opening and closing procedures for the
practice.
Any other task allocated by the practice
management team.
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.
All employees are required
to sign and abide by the Practice Confidentiality Policy at induction.
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:
o
Using personal security
systems within the workplace according to Practice guidelines.
o
Identifying the risks
involved in work activities and undertaking such activities in a way that
manages those risks.
o
Making effective use of
training to update knowledge and skills.
o
Maintaining work areas in a
tidy and safe way and free from hazards.
o
Reporting potential risks
identified to the management team.
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 if necessary
- Taking responsibility for own development,
learning and performance and demonstrating skills and activities to others
who are undertaking similar work.
- Mandatory training required of all employees
of Beechfield Medical Centre
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, and in
particular take a major role in the annual Infection Control Audit [* see
Infection Control Checklist] jointly with the practice manager and the
infection control nurse
Job description
Job responsibilities
Administration
To have a thorough
knowledge of all relevant Practice procedures.
To work in accordance with
relevant written protocols.
To send practice notes
according to protocol to Healthcare professionals and action responses in a
correct and efficient manner.
Process appointment
requests for today and future appointments by telephone.
Deal with visit requests in
accordance with accepted protocols.
Fax and photocopy as
requested.
Complete any other
appropriate task as required by the practice management team.
Reception
Receive and advise patients
consulting with members of Practice Team.
Handling completed repeat
prescriptions to patient and checking names and address.
Handling samples from
patients and adding to triage list if an infection, or placing in box if
labelled/bag sample.
Providing new patients with
registration forms, advising on completion and photocopying proof of address and
passports.
Process appointments
requests for today or in the future from patients in person.
Assisting patients in any
way they might reasonably require including but not restricted to those
with mobility issues.
Telephone
Have an appropriately
comprehensive knowledge of the telephone system, during and after hours.
Other Tasks
Clear waiting room after
surgery if no house keeper on duty.
Ensure building security
have thorough knowledge of
doors/windows/alarms, as well as opening and closing procedures for the
practice.
Any other task allocated by the practice
management team.
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.
All employees are required
to sign and abide by the Practice Confidentiality Policy at induction.
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:
o
Using personal security
systems within the workplace according to Practice guidelines.
o
Identifying the risks
involved in work activities and undertaking such activities in a way that
manages those risks.
o
Making effective use of
training to update knowledge and skills.
o
Maintaining work areas in a
tidy and safe way and free from hazards.
o
Reporting potential risks
identified to the management team.
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 if necessary
- Taking responsibility for own development,
learning and performance and demonstrating skills and activities to others
who are undertaking similar work.
- Mandatory training required of all employees
of Beechfield Medical Centre
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, and in
particular take a major role in the annual Infection Control Audit [* see
Infection Control Checklist] jointly with the practice manager and the
infection control nurse
Person Specification
Experience
Essential
- Customer Service Skills
- Experience of working in a busy & multi-functional team.
Desirable
- Experience of SystemOne
- Experience of working as a Receptionist within a GP Surgery
- A minimum of three years experience in a customer facing environment
- Experience of handling confidential information
Qualifications
Essential
- Good general secondary education A to C grades GCSEs or equivalent
Desirable
- Educated to A level standard or equivalent
- Customer Service qualification
Person Specification
Experience
Essential
- Customer Service Skills
- Experience of working in a busy & multi-functional team.
Desirable
- Experience of SystemOne
- Experience of working as a Receptionist within a GP Surgery
- A minimum of three years experience in a customer facing environment
- Experience of handling confidential information
Qualifications
Essential
- Good general secondary education A to C grades GCSEs or equivalent
Desirable
- Educated to A level standard or equivalent
- Customer Service qualification
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.