GP Practice Receptionist

Job description

Job responsibilities

RECEPTIONIST - CARE NAVIGATOR

Role Details

Job Title

Receptionist

Salary / Grade

Band 2

Hours per week

22 hours per week in shifts of 5.5 hours

Reports to

Practice Manager

Responsible for

Day to day smooth running of reception work load

Primary Location

Buttershaw Lane and Park Road surgeries

Job Summary

We are looking to appoint a care navigator to join our busy GP practice who will be the first point of contact for patients, contractors and visitors as well as carrying out general office management tasks

You will be responsible for the general administrative and reception duties within the Practice and work with our established processes policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries

You will have excellent communication skills a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working our clinical and administration teams

You will receive assist and direct patients in accessing the appropriate service or healthcare professional in a courteous efficient and effective way.

Your regular duties in this role will be dealing with telephone face to face and electronic enquiries booking and or amending patient appointments and home visits contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community

This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients ensuring every contact is of the highest quality

IT skills and data protection awareness are essential as you will be regularly accessing patient records, data input and dealing with personal and sensitive information.

Job Responsibilities

RECEPTION

Receiving patients consulting with members of practice team

Processing personal telephone and online requests for appointments telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Register new patients temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link

Taking messages and passing on information

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.

Occasionally act as chaperone - training will be provided

GENERAL ADMINISTRATION

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

Processing and distributing incoming and outgoing mail

Filing and retrieving paperwork

Computer data entry data allocation and collation processing and recording information in accordance with practice procedures

Providing clerical assistance to practice staff as required, including word/data processing filing photocopying and scanning

Keeping the reception area notice boards leaflet etc tidy and presentable

Cover sickness and annual leave and work reasonable overtime when required including some weekends.

Perform any other relevant and reasonable duties that may be requested by the leadreceptionist practice manager or partners

Undertake statutory and mandatory training as required

Apply practice policies standards and guidance

APPOINTMENT SYSTEM MANAGEMENT

Book edit cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record

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

Deal with home visit requests, carefully noting all details

Arrange transport to hospital appointments for housebound patients

MEDICAL RECORDS MANAGEMENT

Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to

Ensure correspondence, reports, results, etc., are filed in correct record

Ensure records are kept neat and tidy up to date and in good repair with all necessary information recorded correctly on the outer cover

Handing completed repeat prescriptions to patient and checking names and address

Registration of new patients

CONSULTATION ROOM PREPARATIONS

Clearing and re-stocking of consulting rooms as required

Consulting rooms prepared in readiness for each consulting session

Rooms are checked at the end of each consulting session and left tidy and secure

Other Job Responsibilities

CONFIDENTIALITY

Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times

Maintain an awareness of the Freedom of Information Act

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 manage their own and others health and safety and infection control as defined in the Practices Health and Safety Policy the Practice Health and Safety Manual, and the Practices Infection Control Policy and published procedures

Comply with Practice health & safety policies by following agreed safe working procedures

Actively report health and safety hazards and infection hazards immediately

Keeping work and general areas clean and tidy and using appropriate infection control procedures to keep work areas hygienic and safe from contamination

Undertaking periodic infection control training - minimum annually

Awareness and compliance with national standards of infection control hygiene regulatory contractual professional requirements and good practice guidelines

Correct personal use of Personal Protective Equipment and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients

Reporting incidents using the organisations Incident Reporting System

Using personal security systems within the workplace according to Practice guidelines

Making effective use of training to update knowledge and skills

Ensure building security have thorough knowledge of doors windows alarm

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 ream 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

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

EQUALITY AND DIVERSITY

The post-holder will support promote and maintain the Practices Equality & Diversity Policy

No person whether they are staff patient or visitor should receive less favourable treatment because of their gender ethnic origin age disability sexual orientation religion etc

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families

OTHER DELEGATED DUTIES

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths (or equivalent)

Desirable

• previous experience in a public facing role

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

Parklands Medical Practice

Address

Parklands Medical Practice

30 Buttershaw Lane

Bradford

West Yorkshire

BD6 2DD

Employer's website

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