GP Receptionist / Administrator

Job description

Job responsibilities

To support the efficient operation of the Practice in delivering health care support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, administration tasks related to patient care and supporting the completion of patient prescriptions.

The post holder will be required to work 8.00 - 16.00 or 10.30 -18.30 if full time or start at 8.00 or finish at 18.30 if part time ( 20-25 hours pw)

Reception & telephone booking services duties may include;

General telephonist duties

Booking appointments for all clinical and/or non-clinical staff

Explaining general procedures, making other appointments and dealing with general queries

Giving results over phone/passing urgent results to a doctor

Taking and relaying messages by means of computer for District Nurses, Health Visitors and Midwives and other health authorities

Ensuring reception area and waiting room are tidy

Ensuring sufficient forms and documents are available in Reception

Checking doctors rooms

Opening and closing doors at the beginning, and end of day

The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader.

Work safely at all times in accordance with practice policy

Receiving and routing patients for appointments on arrival

The post-holder will be part of a team that uses good Care Navigation skills to deliver Triage through the Practices new Digital Triage service

Administrative and prescription tasks include;

Dealing appropriately with tasks and notifications to and from doctors, midwives, health visitors and district nurses and other health authorities

Dealing with personal tasks assigned to you within agreed service levels

Giving prescriptions to patients, checking status; Printing off list of medications for hospital purposes

Printing summaries for patient home visits

Changing patients addresses on the clinical system (Systm One) printing off labels, putting them on paper notes, photocopying relevant documents, updating system and paper notes.

New patients registration checking forms, printing forms etc.

Taking fees from patients, entering in day book and issuing receipts.

Distributing patient information sheets, prescriptions, questionnaires etc.

Distributing doctors questionnaires as required

Scanning documents and coding accurately as required

Confidentiality:

In the performance of the duties outlined in this role you must act within the confines of the data protection and confidentiality policy of the organisation at all times. You will be required to complete mandatory on-line training for this element of the role.

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. You will be required to complete mandatory on-line training for this element of the role.

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 standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Demonstrate due regard for safeguarding and promoting the welfare of children

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. You will be required to complete mandatory on-line training for this element of the role.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

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 formaintaining a record of own personal and/or professional development and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will be expecting to work to agreed quality standards and service levels 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 undersupervision

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:

Communicate effectively with other team members

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 as required, attending team meeting and participating in local surveys as required

Participate in audits where appropriate

Person Specification

Skills

Essential

• Well organised with the ability to multi task and work as part of a team
• Willingness to adapt to change and pick up new skills
• Good IT Skills in Microsoft Office: Word, Excel, Outlook, Internet
• Flexible approach to undertaking a wide variety of tasks
• Flexible with regard to working hours eg. holiday and sickness cover
• Good written communication skills

Desirable

• Experience of use of the clinical system - SystmOne

Experience

Essential

• At least one years experience of administrative duties
• Minimum of 6 months working directly with members of the public
• Experience of answering telephone calls in a high call volume environment
• Experience of working as part of a team

Desirable

• Understanding of General Practice
• Minimum of 6 months working in an NHS environment

Qualifications

Essential

• GCSE grade A to C in English and Maths

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

Thomas Walker Westgate Healthcare

Address

Princes Street

Peterborough

PE1 2QP

Employer's website

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