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Job Purpose:
Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
Undertake a variety of administrative duties to assist in the smooth running of the practice.
Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies.
Process requests for repeat prescriptions.
General Duties:
1. Processing personal and telephone requests for appointments, visits, and telephone consultations, ensuring callers are directed to the appropriate healthcare professional.
2. Processing and distributing incoming (and outgoing) mail.
3. Taking messages and passing on information.
4. Filing and retrieving paperwork.
5. Making appointments to see the doctors, practice nurse, health visitor, or midwife.
6. Entering repeat prescriptions onto the computer, printing out, and ensuring that these are presented to the doctor for signing.
7. Explaining practice procedures.
8. Receiving and recording requests for home visits and notifying the doctors appropriately.
9. Opening up/locking up of practice premises and maintaining security in accordance with practice protocols.
10. Receiving and booking requests for ambulance transport when necessary.
11. Initiating contact with and responding to requests from patients, other team members, and associated healthcare agencies and providers.
12. Keeping the reception area, notice-boards, and leaflet dispensers tidy and free from obstructions and clutter.
13. Filing hospital reports and letters in patients' notes daily.
14. Ensuring all new patients and temporary residents have correctly completed registration forms before seeing the doctor.
15. Receiving specimens/samples ensuring that sufficient patient identification details are entered on the appropriate form to aid identification.
16. Ensuring that any unresolved, outstanding matters are passed on to incoming colleagues.
17. Ensuring that the office is tidy for incoming colleagues.
18. Restoring telephone services to normal daytime use when required.
19. Making sure the telephone is returned to out of hours service before leaving the premises.
20. Making tea/coffee when required and washing up afterwards.
Administration Duties:
1. Dealing with paper medical records as required.
2. Filing letters and results.
3. Ensuring that all recalls are completed either by telephone call or by letter.
4. Attending ancillary and other staff meetings and training courses as required.
5. Scanning and assigning of letters.
6. New patient registrations.
7. Making up of patient records.
8. Assisting with the preparation of insurance/solicitor reports.
9. Data entry work including READ-coding.
10. Completing any tasks that are sent through System One.
11. Communicating with patients, e.g., new baby letters, bereavement letters.
12. Any other duties as may be required from time to time, e.g., Dashboard, E-Consult.
Organisational Standards:
The post-holder must work within and comply with:
1. All policies and procedures, for example, Health and Safety (Act 1974), Data Protection (Act 1998).
2. Maintain strict confidentiality of all information gained in the course of employment.
3. Attend training update courses as appropriate to maintain competent standards within their role.
4. Undertake annual performance review with their Manager.
5. Your Manager will discuss the outline of duties described within this job description with you. The job description will be subject to review at the annual individual performance review.
6. You may be asked to undertake duties not identified within this job description; these will be discussed prior to undertaking them. In all tasks that you are undertaking, you must be competent and confident to undertake them. Please discuss with the Practice Manager.
7. You have to be flexible with your working hours as your shifts will be liable to change to cover for sickness/annual leave as required.
Person Specification:
Experience:
1. Essential: Experience of working in a GP practice as a receptionist or the NHS. Dealing with the general public either face to face or on the telephone. You must be flexible for this position as you will be required to assist covering for holidays and sickness of colleagues.
2. You will be required to work between the hours of 8 am and 8 pm.
3. Computer literate.
4. Able to deal with vulnerable and difficult patients.
Qualifications:
1. Essential: Must have a good standard of education.
2. Desirable: NVQ level 2, Customer Care.
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Created on 22/01/2025 by TN United Kingdom
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