If you enjoy working in a busy environment and in a role that has plenty of opportunities to help people, this is the job for you. We are increasing our reception/admin team and are looking for individuals who are great communicators, enjoy challenges, and are hardworking.
Successful candidates will be taking care of front of house by meeting and greeting patients, colleagues, and visitors.
You will also be part of the team answering busy phone lines and email enquiries and providing support to our clinical team helping them manage their daily tasks.
You will need to be comfortable working as a member of the team and also, for some of the time, working autonomously.
Appropriate office attire is expected at all times, and uniform blouses/shirts will be provided.
Main duties of the job
Successful candidates will be able to work a variety of shifts.
Experience in using multiple Information Technology (IT) packages would be ideal, but as a starting point, we are looking for people with a proven track record in using Microsoft Office software and email.
Team members need to be able to multi-task; take down and pass on information clearly and accurately and possess a calm approach when carrying out their duties.
Job responsibilities
Job Summary
To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy), and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages, and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Key Tasks:
1. Welcome patients and visitors to the Surgery in a courteous manner projecting a positive and friendly image.
2. Provide general information, assistance, and direction to patients in assessing appropriate services.
3. Answer the telephone and transfer calls to the appropriate healthcare professional.
4. Process personal and telephone requests for appointments, visits, and consultations.
5. Maintain and monitor the practice appointment system as per the practice protocol.
6. Register new patients and ensure all necessary information is obtained and entered electronically including identification checks.
7. Update patients' medical records as required.
8. File, email, photocopy, and scan organisational documents and records.
9. Use Docman (patient document management system) to scan and code correspondence.
10. Facilitate effective communication between patients, members of the extended health care team, and visitors.
11. Process repeat prescriptions in accordance with practice guidelines.
12. Check, file, and issue prescriptions to patients and resolve any issues patients may have in relation to a prescription request.
13. Assist in typing referrals and reports together with processing referrals through the e-referral system.
14. Assist in processing non-NHS work such as insurance reports.
15. Report any problems with the premises, medical equipment, or running of the practice to the Manager.
16. Ensure reception areas, noticeboards, and entrance remain tidy and welcoming.
17. Follow practice policies, procedures, and protocols.
18. Undertake any other administrative duties that may arise from time to time to assist in the smooth running of the practice.
19. Abide by all legislation in relation to patient information, data protection, and confidentiality.
This list is not exhaustive and gives a broad flavour of what type of work can be expected to be carried out in a GP surgery.
Person Specification
Qualifications
* Educated to GCSE level or equivalent.
* GCSE Mathematics & English (C or above).
Experience
* Experience of working with the general public.
* Experience of administrative / receptionist duties.
* Experience of working in a health care setting.
Knowledge & Skills
* Excellent communication skills (written and oral).
* Clear, polite telephone manner.
* Competent in the use of Office and Outlook.
* Effective time management (Planning & Organising).
* Ability to work as a team member and autonomously.
* Good interpersonal skills.
* Problem-solving & analytical skills.
* Ability to follow policy and procedure.
* Knowledge of using EMIS Web.
Personal Qualities
* 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.
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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