Job summary
Permanent Post 37 hours per week. Weekly hours to be agreed within our opening hours.
Medical Receptionist required for a friendly busy GP training practice. Must have good IT and communication skills.
Previous applications need not apply.
Main duties of the job
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide 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.
To provide efficient, helpful, informative and supportive reception and administration services to patients and members of the primary health care team.
About us
The Waterloo Medical centre is well established in the community and has a patient population of over 12000 patients.
Our team includes 5 GP Partners, 1 Salaried GP, 3 Practice Nurses, 1 Healthcare Assistant, 1 Nursing Associate, 1 Advanced Nurse Practitioner, 2 Pharmacists, 1 Pharmacy Technician, 1 Physio Therapist and 12 Admin/Reception staff. We are a busy friendly forward thinking practice.
Waterloo Medical Centre is a training practice that has 2 GP Registrars.
Its an exciting time to join the practice and it is a time of change and improvement.
Job description
Job responsibilities
JOB TITLE: EXPERIENCEDRECEPTIONIST
REPORTS TO: Reception Supervisor
HOURS: Full or Part TimeConsidered
Main Duties
1. Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
2. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Arrange home visits ensuring careful recording of all relevant details for the doctor. Deal with patient bookings and enquiries in a friendly and courteous manner both face to face and over the telephone.
3. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Ensure that all new patients are registered onto the computer system promptly and accurately.
4. Scanning accurate scanning and attaching of correspondence to patient records.
5. Ensure accurate and timely recording of Data with attention to the use of SnomedCodes.
6. Action prescriptions in an accurate and timely manner including repeat/controlled and acute prescriptions as per practice prescribing protocols. Audit and remove prescriptions not collected by patients.
7. Results - to accurately process results and allocate them to the appropriate clinician for review and action.
8. Act on clinicians requests for further information/patient contact information etc. (including computerised practice notes), ensuring completion of all associated paperwork.
Other Duties:-
9. Open premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
10. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off, and the alarm activated.
11. Where necessary advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
12. Liaise with FCMS re out of hours cover/issues.
13. DNACPR Housekeeping of DNACPR information held on ADASTRA.
14. Send and receive items to/from PCSE in a timely fashion / medical records to be returned to PCSE as promptly as possible.
15. Process incoming and outgoing mail according to practice protocols.
16. Complete other Daily/ Weekly and Monthly core tasks to support to smooth running of the reception area
Other Tasks
17. Ensure waiting room is tidy throughout the day.
18. Ensure building security have thorough knowledge of doors/windows/alarm.
19. Covering colleagues holiday and sick cover as required.
20. Any other tasks allocated by managers
Confidentiality:
While seekingtreatment, patients entrust us with, or allow us to gather, sensitiveinformation in relation to their health and other matters. Theydo so in confidence and have the right to expect that staff will respect theirprivacy and act appropriately
In the performance ofthe duties outlined in this job description, the post-holder may have access toconfidential information relating to patients and their carers, practice staffand other healthcare workers. They mayalso have access to information relating to the practice as a businessorganisation. All such information from any source is to be regarded asstrictly confidential
Information relatingto patients, carers, colleagues, other healthcare workers or the business ofthe practice may only be divulged to authorised persons in accordance with thepractice policies and procedures relating to confidentiality and the protectionof personal and sensitive data
Health & safety:
The post-holder willassist in promoting and maintaining their own and others health, safety andsecurity as defined in the practice health & safety policy, the practice health& safety manual, and the practice infection control policy and publishedprocedures. This will include:
Usingpersonal security systems within the workplace according to practice guidelines
Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks
Makingeffective use of training to update knowledge and skills
Usingappropriate infection control procedures, maintaining work areas in a tidy and safeway and free from hazards
Activelyreporting of health and safety hazards and infection hazards immediately whenrecognised
Keepingown work areas and general / patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope ofthe job holders role
Undertakingperiodic infection control training (minimum annually)
Reportingpotential risks identified
Equality and diversity:
The post-holder will support the equality,diversity and rights of patients, carers and colleagues, to include:
21. Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
22. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
23. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professionaldevelopment:
The post-holder will participate in anytraining programme implemented by the practice as part of this employment, suchtraining to include:
24. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
25. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintainquality within the practice, and will:
26. Alert other team members to issues of quality and risk
27. Assess own performance and take accountability for own actions, either directly or under supervision
28. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
29. Work effectively with individuals in other agencies to meet patients needs
30. Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effectivecommunication within the team and will strive to:
31. Communicate effectively with other team members
32. Communicate effectively with patients and carers
33. Recognize peoples needs for alternative methods of communication and respond accordingly
Contributionto the implementation of services:
The post-holder will:
34. Apply practice policies, standards and guidance
35. Discuss with other members of the team how the policies, standards and guidelines will affect own work
36. Participate in audit where appropriate
SafeguardingResponsibilities:
The post-holder will:
37. Be responsible for promoting and safeguarding the welfare of a child or adult, that they come into contact with.
Person Specification
Qualifications
Essential
38. Educated to GCSE level or equivalent
39. GCSE Mathematics & English (C or above)
Desirable
40. Business Administration
41. EMIS / user skills
Experience
Essential
42. Experience of working with the general public
43. Experience of administrative duties
Desirable
44. Experience of working in a health care setting
Knowledge and Skills
Essential
45. Excellent communication skills (written and oral)
46. Strong IT skills
47. Clear, polite telephone manner
48. Competent in the use of Office 365
49. Effective time management (Planning & Organising)
50. Ability to work as a team member and autonomously
51. Good interpersonal skills
52. Problem solving & analytical skills
53. Ability to follow policy and procedure
Desirable
54. EMIS / user skills
Personal Qualities
Essential
55. Polite and confident
56. Flexible and cooperative
57. Motivated
58. Forward thinker
59. High levels of integrity and loyalty
60. Sensitive and empathetic in distressing situations
61. Ability to work under pressure
62. Flexibility to work outside of core office hours