Admin assistant / Receptionist

Job description

Job responsibilities

Receptionists provide a point of contact for patients and as such are required to be courteous, sympathetic and professional in these dealings. The need to liaise effectively with other health professionals and colleagues is a major requirement of this post.

Reception Duties

· To ensure efficiency of appointment system and monitor the flow of patients into consulting rooms

· Ensure that patients without appointments but who need ‘urgent consultations’ are seen in a logical manner following Practice guidelines

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

· Advise patients of relevant charges for private services, accept payment and issue receipts, if required.

· Respond to all queries and requests for assistance from patients and visitors ensuring visitors are signed in in line with Practice procedures

· Printing off summaries

· Enter requests for home visits onto Computer including all relevant information.

· Action requests for ambulance transportation and enter details on appropriate log.

· Ensure that reception and waiting areas are kept neat and tidy

· Close up- at end of day ensuring all patients have left the practice and all relevant rooms are checked thoroughly for pc’s switched off, lights out and windows closed.

· Check and lock key cupboard

· Scanning all relevant documentation

· Filing notes away

· Maintaining whiteboards on daily basis

· Restock sample draw on daily basis

Management of appointment System

· Ensure total familiarity with appointment systems

· Book appointments ensuring sufficient information is recorded to retrieve medical records

· Monitor effectiveness of the system and report any problems and variations required

Operation of telephone system

· Receive and make calls as required. Accept and forward messages for other members of practice staff and partners.

Computer operation

· Using computer when appropriate to access and extract patient information

· Entering and updating information on the computer such as patient registration details and change of addresses.

· Keeping computer clean and reporting any defects or problems when they arise

Special requirements of the post

· An understanding, acceptance and adherence to the need for strict confidentiality

· An ability to use own judgement, resourcefulness and common sense, to respond to patients, enquires and requests

· Excellent communication skills – courtesy and helpfulness

· Able and willing should the need arise to cover colleagues who are absent due to holiday or illness.

Holiday Cover (as and when required)

In addition to the above this may also be included

· Filing of Medical Records

· Opening and distributing mail

Any other duties relevant to the post, as agreed with the Partners.

Person Specification

Experience

Desirable

• Experience of working in a busy office environment
• Experience of working within a medical environment

Qualifications

Essential

• Good standard of Education
• Understanding of office procedures and record maintenance
• Demonstrate good written and verbal communication skills
• Accuracy and attention to detail
• Ability to work under pressure and prioritise workload
• Confident and articulate with the ability to interact at all levels.
• Ability to maintain confidentiality
• Ability to demonstrate flexibility within a team environment

Desirable

• Good standard of Keyboard skills and/or use of computer packages

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Ludham and Stalham Green Surgeries

Address

The Surgery, Staithe Road

Ludham

Great Yarmouth

NR29 5AB

Employer's website

https://www.ludhamsurgery.nhs.uk/ (Opens in a new tab)