Lead Receptionist

Job description

Job responsibilities

Job title: Senior Receptionist

Practice Objectives: To support our team of receptionists in providing prompt and professional health care for patients attending our surgery.

Job Holders Objectives: To efficiently manage the day to day running of the reception area within the surgery.

To undertake dedicated administrative duties as requested by the Operations Manager & Partners

Accountable to: Reception Manager

Responsible to: Reception Manager

Responsible for: Self and all members of the reception team

Hours per week: 25 - 37.5 hours per week

Hourly Rate: £12.51 - £12.81 per hour. (Dependent on Experience)

Working Pattern: As per current hours 25 hours per week

Working Conditions: Reception based

Non Smoking environment

Essential Skills / Qualifications:

- Knowledge and experience of working with clinical workplace, preferably SystmOne experience.

- 2 + years of reception experience in a general practice.

- Keen and positive outlook to personal development and continuous learning.

Desirable skills / Qualifications:

- Experience in team planning to distribute workloads.

- Experience or knowledge of general practice processes.

Essential Activities

Supervising the Reception areas (In the absence of the Reception Manager)

This involves mentoring and supervising receptionists of the non-clinical team.

• Setting and ensuring the highest standards of professional service to the patients
• Overseeing the running of day-to-day reception area.
• Delegating routine tasks, organising rotas to include holiday cover, following agreement with Reception Manager
• Liaising with management team concerning staffing and organisation of work
• Overseeing the training of new and existing members of the reception team

Acting as a central source of information

• Ensuring that cover is in place for sickness and holiday periods

Receiving and making telephone calls

This involves using the practice telephone systems and adopting a telephone manner in accordance with organisational protocols. This includes:

Dealing with all telephone calls professionally (with care, civility and efficiency)

• Ensuring confidentiality is maintained whilst receiving and making telephone calls

• Receiving and making telephone calls as required

• Transferring calls to the appropriate member of the Primary Health Care Team

• Taking messages as appropriate and ensuring the message is passed on to the appropriate member of the practice or associated organisations

• Ensuring that the system is operational at the beginning and end of each day in accordance with practice protocol. This includes changing the answer phone message to reflect services, for example, emergency only or out of hours services.

Dealing with patient requests for registration as per practice protocol

This involves:

Explaining practice arrangements and formal requirements to patients requesting registration

• Providing the patient with the relevant forms and literature including patient handbook

• Registering patients onto the clinical system

• Ensuring the information is entered on to the registration forms and onto Vision accurately

Operating the practice appointment system

This involves using the practice computer to make, cancel and change appointments and appointment sessions/schedules. This includes:

Making, amending and cancelling appointments

Being aware of the various ranges of services the practice and associated organisations provide and having the ability to make the appropriate appointment

Checking patients in on arrival at the practice

Making Health Care Professionals aware of patients who may need immediate attention or who have special needs (e.g. hearing or visual impairment)

Being able to direct patients to the appropriate Health Care Professional

Creating, amending and cancelling appointment sessions for session holders

Contributing to the implementation of Services:

Applying practice policies, standards and guidance

Discussing with other members of the team how the policies, standards and guidelines will affect own work

To produce rotas in conjunction with the Reception Manager which consider annual leave, UCT cover and locums

To undertake QOF support work training for this will be provided.

To act as IT champion being point of contact for PCN IT Lead. To discuss with Operations Manager implementation of any changes to systems as a result.

To provide Smartcard support to all staff as necessary, unlocking cards and renewing certificates as necessary.

This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or management team.

Person Specification

Experience

Essential

• 2 years experience of GP receptionist / GP Administration

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

The Lansdowne Surgery

Address

The Lansdowne Surgery

Waiblingen Way

Devizes

Wiltshire

SN10 2BU

Employer's website

https://www.devizespcn.nhs.uk/lansdowne-surgery/ (Opens in a new tab)