Job summary
We are looking to recruit a Part Time GP Receptionist / Administrator in
our busy, welcoming and friendly practice. The hours are 26 hours per week across Monday to Friday, between the Surgery hours of 8am and 6.30pm (8pm on a Wednesday)
Working hours will be 8am starts or 6.30pm finish, working as part of a
team, and you will be expected to finish at 8pm once a week every 4-6 weeks depending
on the staff Rota.
As a Receptionist / Administrator your main responsibilities will lie
within reception and help support administration to cover occasional absences
so a willingness of flexibility will be required.
This will include patient interaction on the telephone and face to face,
communication between internal and external health care professionals reflecting
a positive and professional image of the Practice.
The administrative tasks would be the scanning of all correspondence
into medical records administration and any ad hoc tasks to support the team as
and where required. The use of Docman and supporting with New Registrations and being able to Code will also be an essential part of the role and to help cover in staff absences.
We are looking to recruit an enthusiastic, flexible, self-motivated, hardworking
with a can-do professional attitude to join us. This is a demanding and
challenging position in a constantly changing health environment.
Main duties of the job
This is a multi-skilled, patient-facing role for the successful
candidate, who will undertake a range of reception duties supporting the
Reception / Admin team.
We are looking for someone who is an experienced GP receptionist / Administrator who is dedicated. The successful applicant will have good levels of
literacy, IT skills and interpersonal skills with a commitment to the
responsibilities of the role.
The post-holder will work in a team of reception and admin staff within
the practice. They will receive and assist patients and direct them to the
appropriate service or healthcare professional in a courteous, efficient and
effective way and be familiar with the System that are used to include EMIS, DOCMAN and Acrux.
They will project a positive, Professional and friendly image to
visitors, both in person and on the telephone.
About us
Duncan Street Primary Care Centre is a supportive and a forward-thinking
practice.
We have a 'Good' CQC rating across all areas and a High QoF achievement.
We are a GMS Training practice with over 11,000 patients. We are a
friendly team. We have an open and transparent working ethic and value staff
views and opinions.
The practice has:
2 GP Partners
GP Trainees
4 Salaried GPS
Advanced Nurse Practitioner and 2 Practice Nurses
Practice Manager
Administrative team
We hold regular MDT meetings with our community colleagues, have an
active Patient Participation Group and good relationships with neighbouring practices
with an active role in our PCN.
We truly believe work should be enjoyable, fun and rewarding. The patient demographics served are diverse and the services we provide are well appreciated.
Job description
Job responsibilities
Job Description
JOB TITLE: GP RECEPTIONIST / ADMINISTRATOR
REPORTS TO: Practice Manager (Interim)
HOURS: 26 hours Flexible and Part Time
Job Summary:
The post-holder will work in a team of reception and admin staff within the practice. They will receive and assist patients and direct them to the appropriate service or healthcare professional in a courteous, efficient and effective way.
They will project a positive, Professional and friendly image to visitors, both in person and on the telephone.
The post-holder should have previous experience of working with the general public and be able to work without constant supervision.
Book appointments, take home visits and prescription requests and prioritise emergency requests after liaising with Clinical Staff.
In addition to general reception duties the post-holder, under the direction of the Practice Manager, (Interim) will undertake administrative duties as required.
Job responsibilities:
Administration
- To have a thorough knowledge of all gp practice procedures
- To work in accordance of written protocols
- Filing post and electronic documentation in medical records
- Scan and file all letters on to patients notes
- Workflow all letters which need action to the relevant clinician
Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
Use of photocopy as requested
- Answering calls, booking appointments and dealing with patient queries on the front desk.
- To have a thorough knowledge of the repeat prescription procedures in accordance with Practice guidelines.
- Monitoring Inbox and Issue repeats - checking details of quantity ordered and due, ensure they are correct and filed ready to collect or sent electronically to pharmacy
- Call patients and pharmacies back with prescription queries
Reception
- Greet and direct patients and visitors to the practice in a professional and efficient manner.
- Be able to cover all reception duties as necessary
- Ensure that adequate handover is performed to colleagues after each shift to ensure all outstanding jobs / messages are passed over
- Process patients changes of address, contact numbers etc. on computer data and medical records
- Be able to Code where applicable
- Answering the telephone in a courteous, professional and timely manner
- Deal with routine enquiries, forwarding messages and taking appropriate action
Book appointments, take home visits and prescription requests and prioritise emergency requests after liaising with Clinical Staff.
Keep patients informed and updated on any changes or delays affecting clinics or appointments.
- Liaise with GPS and other internal health professionals and staff
Other Tasks
- Clear and fill up stock in rooms after surgeries (Adhoc)
- Ensure building security have thorough knowledge of doors/windows/alarm
- Willingness of flexibility in providing cover during periods of holiday/sickness/needs of business
- Ensure your working area is left clean, tidy and secured at the end of the day
- Support GPS with Administrative tasks e.g Coding
- Chaperoning
- Any other reasonable requests made by the Reception / Practice 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
- Ensure patient confidentiality is maintained at all times
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 clean and tidy
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Undertaking Mandatory Annual Training
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 recognises 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 that 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, with 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 recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members and health care providers
- Communicate effectively with patients and carers
- Recognise 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 Description
JOB TITLE: GP RECEPTIONIST / ADMINISTRATOR
REPORTS TO: Practice Manager (Interim)
HOURS: 26 hours Flexible and Part Time
Job Summary:
The post-holder will work in a team of reception and admin staff within the practice. They will receive and assist patients and direct them to the appropriate service or healthcare professional in a courteous, efficient and effective way.
They will project a positive, Professional and friendly image to visitors, both in person and on the telephone.
The post-holder should have previous experience of working with the general public and be able to work without constant supervision.
Book appointments, take home visits and prescription requests and prioritise emergency requests after liaising with Clinical Staff.
In addition to general reception duties the post-holder, under the direction of the Practice Manager, (Interim) will undertake administrative duties as required.
Job responsibilities:
Administration
- To have a thorough knowledge of all gp practice procedures
- To work in accordance of written protocols
- Filing post and electronic documentation in medical records
- Scan and file all letters on to patients notes
- Workflow all letters which need action to the relevant clinician
Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
Use of photocopy as requested
- Answering calls, booking appointments and dealing with patient queries on the front desk.
- To have a thorough knowledge of the repeat prescription procedures in accordance with Practice guidelines.
- Monitoring Inbox and Issue repeats - checking details of quantity ordered and due, ensure they are correct and filed ready to collect or sent electronically to pharmacy
- Call patients and pharmacies back with prescription queries
Reception
- Greet and direct patients and visitors to the practice in a professional and efficient manner.
- Be able to cover all reception duties as necessary
- Ensure that adequate handover is performed to colleagues after each shift to ensure all outstanding jobs / messages are passed over
- Process patients changes of address, contact numbers etc. on computer data and medical records
- Be able to Code where applicable
- Answering the telephone in a courteous, professional and timely manner
- Deal with routine enquiries, forwarding messages and taking appropriate action
Book appointments, take home visits and prescription requests and prioritise emergency requests after liaising with Clinical Staff.
Keep patients informed and updated on any changes or delays affecting clinics or appointments.
- Liaise with GPS and other internal health professionals and staff
Other Tasks
- Clear and fill up stock in rooms after surgeries (Adhoc)
- Ensure building security have thorough knowledge of doors/windows/alarm
- Willingness of flexibility in providing cover during periods of holiday/sickness/needs of business
- Ensure your working area is left clean, tidy and secured at the end of the day
- Support GPS with Administrative tasks e.g Coding
- Chaperoning
- Any other reasonable requests made by the Reception / Practice 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
- Ensure patient confidentiality is maintained at all times
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 clean and tidy
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Undertaking Mandatory Annual Training
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 recognises 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 that 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, with 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 recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members and health care providers
- Communicate effectively with patients and carers
- Recognise 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
- Good written skills
- Knowledge in using EMIS (Clinical System) and Docman
- Computer literate Awareness of confidentiality
- Experience in Coding in EMIS
- Excellent Customer Service Skills
- Able to communicate well at all levels
- Understanding of the need Confidentiality
- Excellent Time Management Skills
- Experience of working with members of the public
- Ability to work under pressure
- Able to work part of a team or as an individual
- Possess a reliable and flexible approach
- Experience with registering New Patients
Desirable
- Previous knowledge of using EMIS , Docman
- Previous knowledge of working in primary care
- Experience in Clinical Coding
Person Specification
Qualifications
Essential
- Good written skills
- Knowledge in using EMIS (Clinical System) and Docman
- Computer literate Awareness of confidentiality
- Experience in Coding in EMIS
- Excellent Customer Service Skills
- Able to communicate well at all levels
- Understanding of the need Confidentiality
- Excellent Time Management Skills
- Experience of working with members of the public
- Ability to work under pressure
- Able to work part of a team or as an individual
- Possess a reliable and flexible approach
- Experience with registering New Patients
Desirable
- Previous knowledge of using EMIS , Docman
- Previous knowledge of working in primary care
- Experience in Clinical Coding
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.