Orchard Surgery, Kegworth and Gotham

Receptionist / Administrator

Information:

This job is now closed

Job summary

We have an exciting opportunity to join our dedicated team of Receptionists / Administrators. There is potential for more than one position as we are happy to consider full-time and part-time applications.

The role is busy, varied, rewarding and challenging so we are looking for a keen and enthusiastic individual who has a flexible pro-active approach with the ability to multi-task.

The ideal candidate will have strong communication and people skills and be a team player. You will have the ability to remain calm under pressure and be able to deal with difficult situations with empathy, efficiency and professionalism.

The successful candidate will be required to work flexibly between 7.30 am to 7.00 pm Monday to Friday, across both sites. Providing cover during busy periods and sickness is essential in this role.

Interviews to be held on Wednesday 31st May.

Main duties of the job

Key tasks include greeting patients and answering the telephone in a polite, professional, confident manner. You will signpost patients to the most appropriate pathway for their health concern, deal with face to face and telephone enquiries from patients, process prescription requests and deal with various administrative tasks. No two days are the same, and we have the opportunity to make a difference to the patients in our care.

About us

Orchard Surgery is a friendly and successful village GP surgery situated in Kegworth, on the borders of Leicestershire, Derbyshire and Nottinghamshire. We also have a branch site in Gotham.

We have a team of 5 GP Partners, 3 salaried GPs, 4 Practice Nurses and a Management and Administration Team who provide support to them all.

We are a member practice of PartnersHealth which is the GP Federation for Rushcliffe and the employer for all additional roles within the Rushcliffe PCN.

As a practice we are passionate about patient care and enthusiastic about being a training practice hosting Trainee GPs and Medical and Nursing students.

Details

Date posted

04 May 2023

Pay scheme

Other

Salary

£10.42 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A4826-23-0000

Job locations

Dragwell

Kegworth

Derby

DE74 2EL


Village Hall Surgery

Nottingham Road

Gotham

Nottingham

NG11 0HE


Job description

Job responsibilities

Job Purpose: To ensure that the Reception and Administration functioning of the Practice runs smoothly, provides a high level of service to patients, doctors, nurses and other members of the Practice team

Duties and Responsibilities:

Telephone Duties

Making appointments

Taking, and passing on, messages

Confirming No Action Required results and making appointments to discuss results

Signpost callers to the appropriate healthcare professional

Home visit requests

Deal with general enquiries and first level complaints

Contacting patients, other team members and associated healthcare agencies and providers

Keep Reception & Waiting Room area tidy and presentable

Reception Duties

Greet and direct patients and visitors

Register new patients and temporary residents

Making appointments

Handing out prescriptions

Ensure outstanding queries are explained and handed over to colleagues as necessary

Respond to requests of doctors and nurses during surgery

Collect payments from patients for non-NHS services

Deal with general enquiries and complaints

Filing

Filing and retrieving paperwork as requested (eg. Lloyd George envelopes)

Prescriptions

Dealing with requests and queries relating to repeat prescriptions

Raising prescriptions as per Practice protocols

General

Assist the Practice Management Team with management tasks and the general administration of the practice

Input and extract information from Practice computer system

Deal with accuRx account on a daily basis actioning and assigning tasks as appropriate

Register New patients onto the system on a daily basis

Scan incoming correspondence and documents to patient records on a daily basis

Ensure all requests for photocopying are carried out daily

Shred confidential information on a daily basis

Print summaries and attached documentation from patient notes for inclusion in Lloyd George envelopes and onward transmission to health authority when patients leave the Practice

Summarise medical records

Tidy all Lloyd George envelopes received into the Practice ensuring all papers are in date order and neatly filed

General housekeeping

Have an overview of admin tasks (eg. cytology admin, recalls)

Opening up / locking up of practice premises and maintaining security in accordance with practice protocols

Observe health and safety guidelines at all times

Observe Confidentiality policy and guidelines at all times

Any other reasonable duties as necessary

GP Assistance

Submit referrals to the appropriate organisations on the instruction of the GPs

Deal with queries from patients and providers relating to submitted referrals

Receive and coordinate requests for medical records, insurance reports and medicals

Check Administration email account and deal with queries as required

Job description

Job responsibilities

Job Purpose: To ensure that the Reception and Administration functioning of the Practice runs smoothly, provides a high level of service to patients, doctors, nurses and other members of the Practice team

Duties and Responsibilities:

Telephone Duties

Making appointments

Taking, and passing on, messages

Confirming No Action Required results and making appointments to discuss results

Signpost callers to the appropriate healthcare professional

Home visit requests

Deal with general enquiries and first level complaints

Contacting patients, other team members and associated healthcare agencies and providers

Keep Reception & Waiting Room area tidy and presentable

Reception Duties

Greet and direct patients and visitors

Register new patients and temporary residents

Making appointments

Handing out prescriptions

Ensure outstanding queries are explained and handed over to colleagues as necessary

Respond to requests of doctors and nurses during surgery

Collect payments from patients for non-NHS services

Deal with general enquiries and complaints

Filing

Filing and retrieving paperwork as requested (eg. Lloyd George envelopes)

Prescriptions

Dealing with requests and queries relating to repeat prescriptions

Raising prescriptions as per Practice protocols

General

Assist the Practice Management Team with management tasks and the general administration of the practice

Input and extract information from Practice computer system

Deal with accuRx account on a daily basis actioning and assigning tasks as appropriate

Register New patients onto the system on a daily basis

Scan incoming correspondence and documents to patient records on a daily basis

Ensure all requests for photocopying are carried out daily

Shred confidential information on a daily basis

Print summaries and attached documentation from patient notes for inclusion in Lloyd George envelopes and onward transmission to health authority when patients leave the Practice

Summarise medical records

Tidy all Lloyd George envelopes received into the Practice ensuring all papers are in date order and neatly filed

General housekeeping

Have an overview of admin tasks (eg. cytology admin, recalls)

Opening up / locking up of practice premises and maintaining security in accordance with practice protocols

Observe health and safety guidelines at all times

Observe Confidentiality policy and guidelines at all times

Any other reasonable duties as necessary

GP Assistance

Submit referrals to the appropriate organisations on the instruction of the GPs

Deal with queries from patients and providers relating to submitted referrals

Receive and coordinate requests for medical records, insurance reports and medicals

Check Administration email account and deal with queries as required

Person Specification

Qualifications

Essential

  • Good standard of general education
  • GCSE Mathematics C or above
  • GCSE English C or above

Desirable

  • Qualification in Customer Care

Knowledge and Skills

Essential

  • Excellent communication skills (Written and Oral)
  • Attention to detail
  • IT skills
  • Clear, polite telephone manner
  • Time Management and the ability to work to deadlines
  • Problem solving skills
  • Interpersonal skills

Desirable

  • A detailed understanding of a General Practice office environment
  • Knowledge of SystmOne

Behaviours

Essential

  • Smart, polite and confident
  • Remaining calm under pressure
  • Adaptability
  • Using initiative
  • Team working
  • Punctuality
  • Flexibility
  • Confidentiality

Desirable

  • Planning and organising

Experience

Essential

  • Experience of working with the general public
  • Practical experience of working with others
  • Experience of using own initiative

Desirable

  • Experience of reception work
  • Practical experience of computerised recording systems
  • Experience of working within General Practice
Person Specification

Qualifications

Essential

  • Good standard of general education
  • GCSE Mathematics C or above
  • GCSE English C or above

Desirable

  • Qualification in Customer Care

Knowledge and Skills

Essential

  • Excellent communication skills (Written and Oral)
  • Attention to detail
  • IT skills
  • Clear, polite telephone manner
  • Time Management and the ability to work to deadlines
  • Problem solving skills
  • Interpersonal skills

Desirable

  • A detailed understanding of a General Practice office environment
  • Knowledge of SystmOne

Behaviours

Essential

  • Smart, polite and confident
  • Remaining calm under pressure
  • Adaptability
  • Using initiative
  • Team working
  • Punctuality
  • Flexibility
  • Confidentiality

Desirable

  • Planning and organising

Experience

Essential

  • Experience of working with the general public
  • Practical experience of working with others
  • Experience of using own initiative

Desirable

  • Experience of reception work
  • Practical experience of computerised recording systems
  • Experience of working within General Practice

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

Orchard Surgery, Kegworth and Gotham

Address

Dragwell

Kegworth

Derby

DE74 2EL


Employer's website

https://www.kegworth.net/ (Opens in a new tab)

Employer details

Employer name

Orchard Surgery, Kegworth and Gotham

Address

Dragwell

Kegworth

Derby

DE74 2EL


Employer's website

https://www.kegworth.net/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Administration Manager

Julia Wilmot

julia.wilmot@nhs.net

01509672419

Details

Date posted

04 May 2023

Pay scheme

Other

Salary

£10.42 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A4826-23-0000

Job locations

Dragwell

Kegworth

Derby

DE74 2EL


Village Hall Surgery

Nottingham Road

Gotham

Nottingham

NG11 0HE


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