Job summary
Medical Receptionist/Administrator
Church View Surgery, Plymstock
An opportunity has arisen for a medical receptionist/administrator to join our friendly team at Church View Surgery.
We are seeking an enthusiastic part time medical receptionist with excellent IT skills and customer service experience to join our busy GP surgery. Ideally the successful candidate will have experience in general practice and previous use of SystmOne or similar GP computer system. The post holder will be part of the reception team which includes dealing with patients, telephone call handling, issuing repeat prescriptions, scanning and general administrative tasks.
Must be able to deal with several complex tasks concurrently and be able to remain calm and polite under pressure. Excellent communication skills and flexibility are essential, must be able to cover holidays and absences.
Salary £10.50 per hour, NHS pension scheme available. Permanent position subject to completion of probabtionary period, approx. 25 hours per week.
Successful applicant will require DBS checking.
Closing date 30/10/2023
Main duties of the job
The purpose of the role is to:
Offer 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
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
Flexibility in working patterns is essential to ensure the surgery is adequately staffed through the opening hours of 08:00am to 19.00pm
This post needs someone who is calm under pressure, can be flexible with working patterns if needed, can cope with a busy office environment, and can work as a team.
- Processing personal and telephone requests for appointments, visits and telephone consultations, this may include completing Anima triage request on the patient's behalf.
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Processing repeat prescriptions in accordance with practice guidelines
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
About us
Church View Surgery is a large friendly GP practice in the heart of Plymstock, Plymouth.
We have 11500 registered patients who are looked after by a team of 3 partners, 3 GP's, 2 Nurse Practitioners, 2 Paramedics, 3 Nurses, 2 HCA's, a Management Team and a Reception/Admin team.
We are also a training practice and currently train Registrars.
Job description
Job responsibilities
Job summary:
Receive, assist and direct patients in accessing the appropriate Practice clinical services / healthcare professional in a professional, courteous, efficient and effective way.
Provide general assistance to the Practice team, both clinical and non-clinical colleagues and project a positive, friendly and respectful image to patients and other visitors, either in person or via the telephone.
Job responsibilities:
- To have a thorough working knowledge of all practice clinical and administrative procedures.
- To work in accordance with written practice & reception protocols.
- Pulling/filing notes for surgeries and update as and when necessary.
- Filing post in medical records as and when necessary.
- Scan paperwork onto clinical system and workflow to appropriate person
- Receiving patients consulting with members of Practice clinical team.
- Administering / handing requests for patient prescriptions, ensuring the required checks are undertaken at that time. Checking names and address.
- Be able to cover all other receptionists generic administrative duties and responsibilities in times of staff absences / sickness.
- Undertake the administration and printing of patient prescription requests as per GP / Reception protocols
- Be efficient in the day-to-day processing of patient appointment requests by telephone and in person.
- Have an in-depth working knowledge of the SystmOne appointment module and adhere to the agreed bookings protocols.
- Liaise closely with the District Nurse / Multi-disciplinary support services teams and have a working knowledge of their procedures and lines of communication.
- Have a working knowledge of the Registrations procedures for new patients computer data entry and medical records.
- Process patients change of address / Personal details computer data and medical records in accordance with the current Practice catchment area arrangements.
- Have a working knowledge of processing patient repeat prescription requests in accordance with practice prescribing guidelines.
- Ensure reception is a safe and professional environment to work in and maintained at a professional standard.
- Ensure building security have thorough knowledge of doors/windows/alarm systems.
- Ensure that information notice boards are always up to date with current information and presentable and as directed by the Senior Reception Manager.
- Attend all compulsory training / update training events.
- Any other tasks as deemed necessary / allocated by the Senior Reception Manager.
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, the practice health & safety manual, and the practice infection control policy. This will 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.
- Actively reporting of health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
- Maintain a Clear Desk Routine.
- Undertaking periodic infection control training (minimum annually).
- Attending annual resuscitation training.
- 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.
- Adhere to the Practice Core Competencies as published and agreed relating to Its Not Just what we do, Its Also How we do it.
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:
- 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 as and when required 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.
Job description
Job responsibilities
Job summary:
Receive, assist and direct patients in accessing the appropriate Practice clinical services / healthcare professional in a professional, courteous, efficient and effective way.
Provide general assistance to the Practice team, both clinical and non-clinical colleagues and project a positive, friendly and respectful image to patients and other visitors, either in person or via the telephone.
Job responsibilities:
- To have a thorough working knowledge of all practice clinical and administrative procedures.
- To work in accordance with written practice & reception protocols.
- Pulling/filing notes for surgeries and update as and when necessary.
- Filing post in medical records as and when necessary.
- Scan paperwork onto clinical system and workflow to appropriate person
- Receiving patients consulting with members of Practice clinical team.
- Administering / handing requests for patient prescriptions, ensuring the required checks are undertaken at that time. Checking names and address.
- Be able to cover all other receptionists generic administrative duties and responsibilities in times of staff absences / sickness.
- Undertake the administration and printing of patient prescription requests as per GP / Reception protocols
- Be efficient in the day-to-day processing of patient appointment requests by telephone and in person.
- Have an in-depth working knowledge of the SystmOne appointment module and adhere to the agreed bookings protocols.
- Liaise closely with the District Nurse / Multi-disciplinary support services teams and have a working knowledge of their procedures and lines of communication.
- Have a working knowledge of the Registrations procedures for new patients computer data entry and medical records.
- Process patients change of address / Personal details computer data and medical records in accordance with the current Practice catchment area arrangements.
- Have a working knowledge of processing patient repeat prescription requests in accordance with practice prescribing guidelines.
- Ensure reception is a safe and professional environment to work in and maintained at a professional standard.
- Ensure building security have thorough knowledge of doors/windows/alarm systems.
- Ensure that information notice boards are always up to date with current information and presentable and as directed by the Senior Reception Manager.
- Attend all compulsory training / update training events.
- Any other tasks as deemed necessary / allocated by the Senior Reception Manager.
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, the practice health & safety manual, and the practice infection control policy. This will 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.
- Actively reporting of health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
- Maintain a Clear Desk Routine.
- Undertaking periodic infection control training (minimum annually).
- Attending annual resuscitation training.
- 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.
- Adhere to the Practice Core Competencies as published and agreed relating to Its Not Just what we do, Its Also How we do it.
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:
- 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 as and when required 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.
Person Specification
Qualifications
Essential
- GCSE/O Level Grade C or above in English and Mathematics
Desirable
- Experience of working in the NHS
Knowledge
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Experience of using clinical systems
- Basic IT skills
Desirable
- Experience of using SystmOne
Experience
Essential
- Experience of working as part of a team
- Worked within a Customer Service environment.
- Experience of working in an administrative office environment
- Experience of working in the NHS
Desirable
- Experience of working in a GP practice
- Experience of using SystmOne
Person Specification
Qualifications
Essential
- GCSE/O Level Grade C or above in English and Mathematics
Desirable
- Experience of working in the NHS
Knowledge
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Experience of using clinical systems
- Basic IT skills
Desirable
- Experience of using SystmOne
Experience
Essential
- Experience of working as part of a team
- Worked within a Customer Service environment.
- Experience of working in an administrative office environment
- Experience of working in the NHS
Desirable
- Experience of working in a GP practice
- Experience of using 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.