Reception Administration Assistant

Dr Loudonsack & Partners

Information:

This job is now closed

Job summary

  1. Longton Health Centre are looking for new team members to join our ever expanding practice team who are looking for a career within the NHS not just a job! We are keen to hear from anyone who feels as though they have the necessary skills to enhance our existing friendly reception / administration teams.
  2. If you are a confident person who feels able to multi task in these ever changing challenging times within the NHS then we are looking for you! We want you to provide general assistance to the practice healthcare team and project a positive and friendly image to our patients and visitors, either via the telephone, video, online or on the frontline.
  3. We want you to be our point of contact for patients and act as a focal point of communication between patients, clinicians and other members of the Primary Health Care Team.

Main duties of the job

Full training will be given in all aspects of the role however a requirement of the role is minimum qualification of English Language and Maths GCSE 4 (grade C equivalent) or higher and computer literate

Customer service skills preferred

Reading, Writing and Alphabet skills are essential due to the nature of the job

Excellent time-keeper essential

People person essential

Friendly & Caring, able to show empathy

Excellent time keeper, enthusiastic and motivated

Forward thinking individual with a keen eye for detail

Team player but also able to work independently

This role requires punctuality along with friendly customer service skills with an excellent telephone manner.

About us

We are a busy GP practice part of Ribble Medical Group Primary Care Network with a full complement of healthcare team

We have a patient list size not exceeding 11,000 patients

We are located in village of Longton on the A49 between Preston and Southport and we are on a bus route however staff car parking is available

Uniform is provided

Complimentary flu vaccination

Date posted

07 September 2020

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A3209-20-2370

Job locations

Longton Health Centre

Liverpool Road

Longton

Lancashire

PR4 5HA


Job description

Job responsibilities

JOB TITLE: RECEPTION / ADMINISTRATION ASSISTANT

REPORTS TO: RECEPTION MANAGER

Job summary:

Care Navigate - 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

Job responsibilities:

o Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice

o Deal with all general enquiries, explain procedures and make new and follow-up appointments.

o Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

o Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

o Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

o Enter requests for home visits into the computer, ensuring careful recording of all relevant details and where necessary refer to duty doctor/ANP.

o Action, repeat and acute prescription requests and ensure that they are ready for collection by the patient within 48 hours, or sooner if appropriate, through the computer system

o Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork.

o Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.

o Enter patient information on to the computer as required.

  • Patient notes and correspondence:

o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

o Ensure correspondence, reports, results etc. are scanned if appropriate and read coded promptly in the correct records, ensuring that all recent correspondence is available when patients are seen.

o Ensure manual records are kept in good repair with all necessary information on the outside cover clearly visible.

Kitchen/Waiting Area

    • Ensure the kitchen/ waiting area is kept clean and tidy and keep in order in turn with other staff.

  • Premises:

o Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.

o When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.

  • Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager or Reception Manager

Key Skills:

Knowledge of EMIS clinical system

Desirable

Knowledge and experience or Word and Excel applications

Essential

Computer third party applications and IT skills

Essential

Communicate effectively with the rest of the PHCT in relation to job role and practice initiatives

Essential

Customer Service skills when dealing with the patients and outside agencies

Essential

Ability to analyse data and act on results accordingly

Essential

Ability to problem solve within scope of job description

Essential

Effectively manage own time, workload and resources

Essential

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 and published procedures. 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
  • Undertaking periodic infection control training (minimum annually)
  • 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 TITLE: RECEPTION / ADMINISTRATION ASSISTANT

REPORTS TO: RECEPTION MANAGER

Job summary:

Care Navigate - 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

Job responsibilities:

o Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice

o Deal with all general enquiries, explain procedures and make new and follow-up appointments.

o Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

o Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

o Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

o Enter requests for home visits into the computer, ensuring careful recording of all relevant details and where necessary refer to duty doctor/ANP.

o Action, repeat and acute prescription requests and ensure that they are ready for collection by the patient within 48 hours, or sooner if appropriate, through the computer system

o Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork.

o Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.

o Enter patient information on to the computer as required.

  • Patient notes and correspondence:

o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

o Ensure correspondence, reports, results etc. are scanned if appropriate and read coded promptly in the correct records, ensuring that all recent correspondence is available when patients are seen.

o Ensure manual records are kept in good repair with all necessary information on the outside cover clearly visible.

Kitchen/Waiting Area

    • Ensure the kitchen/ waiting area is kept clean and tidy and keep in order in turn with other staff.

  • Premises:

o Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.

o When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.

  • Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager or Reception Manager

Key Skills:

Knowledge of EMIS clinical system

Desirable

Knowledge and experience or Word and Excel applications

Essential

Computer third party applications and IT skills

Essential

Communicate effectively with the rest of the PHCT in relation to job role and practice initiatives

Essential

Customer Service skills when dealing with the patients and outside agencies

Essential

Ability to analyse data and act on results accordingly

Essential

Ability to problem solve within scope of job description

Essential

Effectively manage own time, workload and resources

Essential

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 and published procedures. 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
  • Undertaking periodic infection control training (minimum annually)
  • 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

  • Full training to be given on the job although
  • Computer literate essential
  • Alphabet literate essential
  • Reading - essential
  • Writing - essential
  • Excellent time-keeper essential
  • People person essential
  • Friendly & Caring, able to show empathy
  • Excellent time keeper, enthusiastic and motivated
  • Forward thinking individual with a keen eye for detail
  • Team player but also able to work independently

Desirable

  • GCSE 2017 grading 4 or above English Language and Maths
  • (or GCSE equivalent GRADE A-C ) - Desired
  • Customer service skills preferred
Person Specification

Qualifications

Essential

  • Full training to be given on the job although
  • Computer literate essential
  • Alphabet literate essential
  • Reading - essential
  • Writing - essential
  • Excellent time-keeper essential
  • People person essential
  • Friendly & Caring, able to show empathy
  • Excellent time keeper, enthusiastic and motivated
  • Forward thinking individual with a keen eye for detail
  • Team player but also able to work independently

Desirable

  • GCSE 2017 grading 4 or above English Language and Maths
  • (or GCSE equivalent GRADE A-C ) - Desired
  • Customer service skills preferred

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.

Employer details

Employer name

Dr Loudonsack & Partners

Address

Longton Health Centre

Liverpool Road

Longton

Lancashire

PR4 5HA


Employer's website

https://www.longtonhealthcentre.co.uk/ (Opens in a new tab)


Employer details

Employer name

Dr Loudonsack & Partners

Address

Longton Health Centre

Liverpool Road

Longton

Lancashire

PR4 5HA


Employer's website

https://www.longtonhealthcentre.co.uk/ (Opens in a new tab)


For questions about the job, contact:

Administration Manager

GPCCG.longtonhc@nhs.net

01772214500

Date posted

07 September 2020

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A3209-20-2370

Job locations

Longton Health Centre

Liverpool Road

Longton

Lancashire

PR4 5HA


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