Receptionist vacancy - Temporary Maternity cover starting from February 2025, 25 hours per week plus overtime cover for staff absences. Shifts will be Monday - Friday between the hours of 8am to 6.30pm. £11.70 per hour - to be increased in April 2025. This vacancy is to cover maternity leave, but consideration will be given for a permanent role if a vacancy arises. Recruitment is subject to satisfactory references and DBS check.
Initial shifts will be: Mon 10am - 6.30pm, Wed 8am - 4.30pm, Thurs 10am - 6pm. These shifts may be changed according to business needs and notice will be given for any changes.
Main duties of the job
We are looking for a medical receptionist who has excellent interpersonal skills and who has a calm, helpful and friendly nature. This role will provide essential reception and administration duties to the doctors, staff and patients at Newtons Practice.
The successful candidate must have previous experience of working with the general public, preferably within a medical environment. To succeed in this role, you will also need excellent interpersonal skills and confidence to communicate with colleagues and patients in a busy and varied environment. Along with attention to detail, you will take pride in providing exceptional patient service, understanding the importance of a smooth patient journey.
A good grasp of Microsoft Outlook & Word are essential, as is a flexible 'can do' attitude, in keeping with the ability to work both in a team and independently, with the ability to manage a high volume of workload.
This position is subject to a satisfactory DBS check and references.
Benefits include NHS pension scheme (subject to eligibility), 5 weeks paid holiday entitlement, plus Bank Holidays.
About us
Newtons Practice is an established, stable Partner run GP practice. We like to look after our staff and understand the importance of making Newtons a great place to work. We listen to our staff and actively encourage sharing of best practice and innovative ideas.
Job responsibilities
To provide a point of contact for patients and to give administrative support to the G.P. partners, clinicians and all practice personnel at Newtons Practice. You will be expected to work under the supervision of the Reception Manager and report directly to her. You are accountable to the Practice Manager.
Major Duties and Responsibilities of the Post
Confidentiality - NHS Code of Confidentiality:
This sets out the required standards of practice concerning confidentiality and patients' consent to use their health records.
Reception Duties:
In cooperation with the main front reception desk, ensure efficiency of the appointment system and monitor flow of patients into consulting and treatment rooms.
Ensure that patients without appointments but who need an urgent consultation are seen in a logical and non-disruptive manner.
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover; ensure procedures are completed in accordance with the protocols of the practice.
Advise patients of relevant charges for private services, accept payment and issue receipts for same or ensure an invoice is raised and paid for if specifically required.
Respond to all queries and requests for assistance from patients and other visitors without breaching any confidentiality guidelines.
Deal with home visit requests and record on the computer, stating time received including all relevant information and where necessary refer immediately to doctor.
Ensure that requests for prescriptions are actioned, where possible, within three working days.
Action requests for ambulance transportation and record details appropriately.
Ensure that the reception and waiting areas are kept neat and tidy.
Ensure that the Practice Manager or Assistant Practice Manager is immediately informed of any visitor to the surgery and that the visitor/s are kept in the main reception area until permission is given for them to go into other areas of the building. If this is not adhered to it may be seen as a breach in confidentiality.
Management of the appointment systems:
In cooperation with the main front reception desk, ensure total familiarity with all appointment systems in current use, including regular and incidental variations.
Book appointments and recalls ensuring correct and adequate information is recorded to retrieve the appropriate medical record, initialising all booked appointments.
Monitor effectiveness of the system and ensure that action is taken to resolve any problems or effect variations as required.
Report any obvious concerns in the management of the surgery's sessions to the practice manager.
Management of medical records: Paper and Electronic:
Ensure that medical records are assembled and forms completed in advance for each consultation session where indicated.
Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.
Ensure correspondence, reports, results etc., are scanned into the correct record, on a daily basis.
Ensure upon receipt of a newly registered patient's records that they are tagged in accordance with practice protocol and that all wallets are kept neat and tidy and in good repair.
Notification of a change of address or G.P. should be recorded on the computer and on the medical record as soon as possible.
Ensure that any information recorded on a patient's medical record on the EMIS computer system is accurate and that you have the permission of the practice manager or doctor to enter it.
Management of Repeat Prescriptions:
Receive patients requests for authorised repeat prescriptions in writing.
With the exception of controlled drugs, arrange a computerised prescription in accordance with the practice protocol ready for a doctor's signature.
Where information received is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action.
Provide the point of contact for patients with enquiries relating to repeat prescriptions and ensure follow-up action is taken if the enquiry cannot be resolved immediately.
Ensure that problems and queries regarding repeat prescriptions are brought to the attention of the appropriate doctors and that follow-up action is taken to resolve such matters. Clear and concise contact with pharmacists may also be necessary.
Preparation of consulting rooms:
Ensure that the consulting rooms are prepared in readiness for each consulting session, especially if a locum is covering a session. A prepared locum box with all the appropriate forms should be made available.
Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.
Operation of the telephone system:
Receive and make appropriate calls as required. Divert calls and take messages as appropriate.
Respond to an incoming call within the first three rings if possible.
Ensure that the system is operational at the beginning of each day, switched over to night service, and checked at the end of each day.
Communication:
Receive messages for Doctors and other team members and ensure that they reach the person concerned. Your initials and date/time should automatically be included.
Ensure that urgent messages are relayed to the appropriate Doctor immediately either verbally or by contact through pager or mobile telephone.
If unable to contact a Doctor ensure emergency services are contacted to visit any emergency.
Computer System:
Ensure through training that you are familiar with the basic EMIS computer software system and have a working knowledge of the functions needed to carry out your daily tasks. Each individual will be responsible for logging onto the system and logging off.
Start and end of day procedures:
Open up premises if necessary at the start of the day. If first to arrive, set alarm to day function and make all the necessary preparations to receive patients.
If the last to leave, secure premises at the end of the day, ensuring that the building is totally secured and alarm activated.
ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST.
SPECIAL REQUIREMENTS OF THE POST:
An understanding, acceptance, and adherence to the need for strict confidentiality.
An ability to use own judgement, resourcefulness, common sense, and local knowledge, to respond to patients' enquiries and requests.
An ability to appear calm and friendly to all patients at all times.
Keyboard skills are essential.
The ability to work without direct supervision and determine own workload priorities.
The ability to deal with any emergency in a swift and capable manner.
To appreciate the needs of the patient is paramount.
To be aware of Health & Safety issues, use safe working and good housekeeping practices.
Making a commitment to maintain and improve on the existing high standards that are expected by patients, doctors and your peers.
A willingness to take part in ongoing in-house training and assessment of competencies as part of your personal self-development plan which will be kept in your confidential personnel file.
Person Specification
Qualifications
* Educated to GCSE level grade C or equivalent
* Experienced in working with the general public
* Experience of administrative duties
* Excellent communication skills (written and oral)
* Clear, polite telephone manner
* Competent in the use of MS Office applications
* Effective time management
* Ability to work as a team and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* 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
* Flexibility to work outside of core office hours
* NVQ Level 2 in Health and Social Care
* Experience of working in a healthcare setting
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.
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