Job summary
We are a GP Practice in Smethwick, Sandwell. An opportunity has arisen to join our team as a medical receptionist. We are seeking an efficient, professional, compassionate, caring and hardworking individual. The candidate must have experience working in a busy, fast pacing, challenging and pressurized environment and be capable of prioritizing their workload. Previous experience of working in the NHS GP Practice is essential.
Main duties of the job
The candidate will need to be able to work independently and manage a wide range of reception desk and administrative duties as part of the administration team. The candidate will need to be computer literate, possess excellent verbal and written communication skills and have experience in triage, care navigation and medical terminology. Attention to detail and confidentiality are essential at all times.
About us
Lodge Road Surgery is a long-established partnership. We are forward thinking practice of 7000 patients, providing quality healthcare and outcomes for our patients and working from a newly extended, and refurbished purpose-built premises in the Sandwell area.
We are looking for the right candidate to join as Medical Receptionist in our team.
Our practice has been rated as Good by the CQC and we take pride in delivering quality care to our patients and have a strong training and personal development ethos. We are the Lead practice for our Primary Care Network,Central Health Partnership, one of the partner is the Clinical Director.
We use SystmOne, AccuRx, Choose & Book referrals, DOCMAN as our clinical systems along with other digital platform for patient access.
Our Practice is lead by partners, both Clinical and Non-Clinical, General Practitioners. We have an dedicated team of Advanced Clinical Practitioner, Practice Nurses, Health Care Assistant, Medical secretary and a committed Administration and Reception Team.
Job description
Job responsibilities
You will love this job if you have a passion for helping and interacting with patients to provide and process information in response to enquiries. You will also be able to enhance your computer skills by using MS Word, Outlook, Excel and other relevant software packages.
If you feel this is the ideal career and looking for a daily challenge, we welcome an application for you to join our growing team of likeminded people.
Pre-employment
Vaccinations
As part of recruitment, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement.
Right to work checks
All applicants invited for interview will need to prove their right to work in the UK at the interview stage
References
References must be secured prior to beginning employment, one must be your current or most recent employer.
You must notify us of any employment gaps of 6 weeks or more.
Main duties of the job
The candidate will need to be able to work independently and manage a wide range of reception desk and administrative duties as part of the administration team. The candidate will need to be computer literate, possess excellent verbal and written communication skills and have experience in triage, care navigation and medical terminology. Attention to detail and confidentiality are essential at all times.
Primary Responsibilities
The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks, this will be dependent upon factors such as workload and staffing levels:
- Takes on the role of Senior Receptionist or Reception Team Leader.
- To triage incoming Footfall or email contacts from patients
- To direct clinical queries to the Triage Clinician or other ACPs, and administrative queries to the correct member of the admin team
- To respond directly to queries either via email or via Footfall when inside your competencies
- To work alongside the Pharmacists, Mental Health Worker, Social Prescriber, First Contact Practitioner as well as GPs and nurses to ensure patients are directed to the most appropriate member of the practice team
- To work alongside the practice partners and practice manager to design and deliver service improvements to the online triage model
- To assist in service development through evaluation, audit and system research.
- To have responsibility for administrative co-ordination of incoming patient queries
- Maintain accurate, contemporaneous record keeping of all interventions with patients, fully utilising computer software systems in place and/or other mediums.
- You will demonstrate excellent communication skills and will act as first point of contact for the practice
- Promote health education to our patient population, such as through participation in self-care week
- Support the practices to deliver on, QOF, KPIs and locally commissioned enhanced services
- To update and maintain accurate patient medication records on the practice clinical computer system, including advice given and action taken
- Work collaboratively with the practice team
- Develop relationships and work closely with community, hospital and the wider health system
- Participate in practice meetings, patient participation groups and other meetings to improve engagement with the role.
- Maintaining and monitoring the practice appointment system
- Process personal, telephone and e-requests for appointments
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
- Action all incoming communication in the generic email
- Signpost patients to the correct service
Other Primary duties
- Process incoming and outgoing mail
- Initiating contact with and responding to, requests from patients, team members and external agencies
- Process tasks assigned to the group and individually as requested
- Process all DNA texts in accordance with current policy
- Assist in GP2GP tasks
- Read coding on SystmOne
- File and store records as required
- Input data into the patients healthcare records as necessary. Data entry of new and temporary registrations and relevant patient information
- Maintaining, actioning patient correspondence via Workflow Management
- Process requests for information for safeguarding letters and DVLA forms to the administrative team
- Manage all queries (including administrative queries) as necessary in an efficient manner.
- Actioning tasks sent by clinicians in a timely manner
- Maintain a clean, tidy, effective working area at all times
- Monitor and maintain the reception area and notice boards
- Support all clinical staff with general tasks as requested
Secondary Responsibilities
- Supports the training of new Receptionists. Acts as mentor or buddy for Receptionists.
- Participates in the maintenance of the Practice Complaints System to resolve complaints and improve the service.
- Supports and encourages other members of the Reception team in their development.
- Co-operates in the maintenance of the staffing roster to provide adequate levels of staffing within the Practice.
- Co-operates and works with colleagues to ensure a seamless journey for Patients through different aspects of their care.
- Co-operates in the effective resolution of any team conflicts
- Participates in chaperoning when required (must be trained and have an Enhanced DBS check)
- Reports all significant events, including near misses for inclusion in the Practice Risk Register
- Manages the Patient call and recall systems for QOF and other services such as cancer screening and immunisation invites
- Manages the Patient registrations and deductions processes
- Liaises with secondary care providers as necessary
- Support administrative and reception staff, providing cover during staff absences
- Complete opening and closing procedures in accordance with the duty rota
- As required support Practice Manager in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
- Ordering and monitoring of immunisation and other office supplies
- Maintaining QOF disease management
- Has experience with referrals via Choose & book system.
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English C or above
Desirable
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public.
- Experience of administrative / receptionist duties.
- Demonstrate experience of dealing with the public both face to face and over the telephone (Customer Service or GP surgery experience essential).
- Basic understanding of general office procedures (e.g. record keeping, filing, scanning, photocopying)
- accurate documentation
Desirable
- Experience of working in a health care setting/ GP surgery.
- Knowledge of SNOMED coding onto patient records
Knowledge & Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of MS Office- Teams, Word, Excel and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- SystmOne Clinical system user skills
- AccurRx
- Team Net
- Ardens - Templates
- DOCMAN
- iPLATO
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other requirements
Essential
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
Job description
Job responsibilities
You will love this job if you have a passion for helping and interacting with patients to provide and process information in response to enquiries. You will also be able to enhance your computer skills by using MS Word, Outlook, Excel and other relevant software packages.
If you feel this is the ideal career and looking for a daily challenge, we welcome an application for you to join our growing team of likeminded people.
Pre-employment
Vaccinations
As part of recruitment, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement.
Right to work checks
All applicants invited for interview will need to prove their right to work in the UK at the interview stage
References
References must be secured prior to beginning employment, one must be your current or most recent employer.
You must notify us of any employment gaps of 6 weeks or more.
Main duties of the job
The candidate will need to be able to work independently and manage a wide range of reception desk and administrative duties as part of the administration team. The candidate will need to be computer literate, possess excellent verbal and written communication skills and have experience in triage, care navigation and medical terminology. Attention to detail and confidentiality are essential at all times.
Primary Responsibilities
The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks, this will be dependent upon factors such as workload and staffing levels:
- Takes on the role of Senior Receptionist or Reception Team Leader.
- To triage incoming Footfall or email contacts from patients
- To direct clinical queries to the Triage Clinician or other ACPs, and administrative queries to the correct member of the admin team
- To respond directly to queries either via email or via Footfall when inside your competencies
- To work alongside the Pharmacists, Mental Health Worker, Social Prescriber, First Contact Practitioner as well as GPs and nurses to ensure patients are directed to the most appropriate member of the practice team
- To work alongside the practice partners and practice manager to design and deliver service improvements to the online triage model
- To assist in service development through evaluation, audit and system research.
- To have responsibility for administrative co-ordination of incoming patient queries
- Maintain accurate, contemporaneous record keeping of all interventions with patients, fully utilising computer software systems in place and/or other mediums.
- You will demonstrate excellent communication skills and will act as first point of contact for the practice
- Promote health education to our patient population, such as through participation in self-care week
- Support the practices to deliver on, QOF, KPIs and locally commissioned enhanced services
- To update and maintain accurate patient medication records on the practice clinical computer system, including advice given and action taken
- Work collaboratively with the practice team
- Develop relationships and work closely with community, hospital and the wider health system
- Participate in practice meetings, patient participation groups and other meetings to improve engagement with the role.
- Maintaining and monitoring the practice appointment system
- Process personal, telephone and e-requests for appointments
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
- Action all incoming communication in the generic email
- Signpost patients to the correct service
Other Primary duties
- Process incoming and outgoing mail
- Initiating contact with and responding to, requests from patients, team members and external agencies
- Process tasks assigned to the group and individually as requested
- Process all DNA texts in accordance with current policy
- Assist in GP2GP tasks
- Read coding on SystmOne
- File and store records as required
- Input data into the patients healthcare records as necessary. Data entry of new and temporary registrations and relevant patient information
- Maintaining, actioning patient correspondence via Workflow Management
- Process requests for information for safeguarding letters and DVLA forms to the administrative team
- Manage all queries (including administrative queries) as necessary in an efficient manner.
- Actioning tasks sent by clinicians in a timely manner
- Maintain a clean, tidy, effective working area at all times
- Monitor and maintain the reception area and notice boards
- Support all clinical staff with general tasks as requested
Secondary Responsibilities
- Supports the training of new Receptionists. Acts as mentor or buddy for Receptionists.
- Participates in the maintenance of the Practice Complaints System to resolve complaints and improve the service.
- Supports and encourages other members of the Reception team in their development.
- Co-operates in the maintenance of the staffing roster to provide adequate levels of staffing within the Practice.
- Co-operates and works with colleagues to ensure a seamless journey for Patients through different aspects of their care.
- Co-operates in the effective resolution of any team conflicts
- Participates in chaperoning when required (must be trained and have an Enhanced DBS check)
- Reports all significant events, including near misses for inclusion in the Practice Risk Register
- Manages the Patient call and recall systems for QOF and other services such as cancer screening and immunisation invites
- Manages the Patient registrations and deductions processes
- Liaises with secondary care providers as necessary
- Support administrative and reception staff, providing cover during staff absences
- Complete opening and closing procedures in accordance with the duty rota
- As required support Practice Manager in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
- Ordering and monitoring of immunisation and other office supplies
- Maintaining QOF disease management
- Has experience with referrals via Choose & book system.
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English C or above
Desirable
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public.
- Experience of administrative / receptionist duties.
- Demonstrate experience of dealing with the public both face to face and over the telephone (Customer Service or GP surgery experience essential).
- Basic understanding of general office procedures (e.g. record keeping, filing, scanning, photocopying)
- accurate documentation
Desirable
- Experience of working in a health care setting/ GP surgery.
- Knowledge of SNOMED coding onto patient records
Knowledge & Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of MS Office- Teams, Word, Excel and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- SystmOne Clinical system user skills
- AccurRx
- Team Net
- Ardens - Templates
- DOCMAN
- iPLATO
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other requirements
Essential
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
Person Specification
Experience
Essential
- Experience of working with the general public.
- Experience of administrative / receptionist duties.
- Demonstrate experience of dealing with the public both face to face and over the telephone ( GP surgery experience essential).
- Basic understanding of general office procedures (e.g. record keeping, filing, scanning, photocopying)
- Accurate documentation.
Desirable
- Experience of working in primary care
- Experience of working in a health care setting/ GP surgery.
- Knowledge of medical terminology
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English C or above
Desirable
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
Person Specification
Experience
Essential
- Experience of working with the general public.
- Experience of administrative / receptionist duties.
- Demonstrate experience of dealing with the public both face to face and over the telephone ( GP surgery experience essential).
- Basic understanding of general office procedures (e.g. record keeping, filing, scanning, photocopying)
- Accurate documentation.
Desirable
- Experience of working in primary care
- Experience of working in a health care setting/ GP surgery.
- Knowledge of medical terminology
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English C or above
Desirable
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
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.