Job summary An exciting opportunity has arisen to join the friendly Reception / Administrative team at Penny Lane Surgery, working 1.30-6.30pm Monday, Tuesday and Friday. Main duties of the job The candidate should ideally have previous experience working as a GP receptionist (although this is not essential), be computer literate, have excellent customer service and communication skills. The candidate should be punctual and able to work as a team member. You will be required to deal with patients and visitors at the reception desk and via phone and therefore a pleasant and professional manner is required. Experience working on EMIS web is desirable but not essential. About us Penny Lane Surgery is a busy family practice, located in a very pleasant residential area of Liverpool. Date posted 13 February 2025 Pay scheme Other Salary £12.18 an hour Contract Permanent Working pattern Part-time Reference number A0950-25-0000 Job locations 7 Smithdown Place Liverpool L15 9EH Job description Job responsibilities Reception duties: Greeting patients politely and ensuring that the appointment system is run efficiently, monitor the flow of patients to and from consulting rooms, managing queues through telephone and face to face interaction. Ensure patients are informed if a doctor is running late or called out. Ensure urgent extras are monitored with appropriate guidance. Advise patients of relevant charges for non-NHS services, accept payment and issue receipt for same. Explain practice arrangements and requirements for new and temporary patients. Respond to all queries and requests for assistance from patients and other visitors to the practice as appropriate. Enter requests for home visits onto the EMIS system, including all relevant information. Deal efficiently with emergency situations. Maintain a supply of relevant bags, bottles and stationery to keep consulting rooms stocked; ensure rooms have adequate supplies. Keep reception areas clean and tidy. Handle specimens as per practice protocol. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Management of appointment system: Navigate patients to the most appropriate service or person to provide assistance, depending on their need. Maintain working knowledge of the appointment system i.e. times of all clinics, duration of appointments, knowledge of computer system, doctors rotas, procedures for booking routine and urgent appointments Book appointments accurately and appropriately. Monitor daily available appointments and report any overload to Practice Manager as appropriate. Management of medical records and administration: Carry out scanning of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient record. Ensure efficient storage of scanned letters for confidential destruction. Ensure all referrals are dealt with in an efficient and timely manner according to practice policies. This includes urgent 2 week rule referrals, routine referrals, choose and book referrals and any other referral work as requested by a GP or the Practice Manager. Ensure all requests for medical records or reports are dealt with in accordance with practice policies and are passed onto the relevant member of staff and dealt with in a timely manner. Ensure all medical records are summarised within set timescales. Deal with GP links, including registering new patients, patient amendments, deductions, rejections and FP69s as required by Practice Manager. Operation of telephone system: Receive and make calls as required. Divert calls and take messages as appropriate, recording information for Doctors to action (home visits, phone calls etc) Ensure phones are accurately transferred to and from night duty service by programming the switchboard to set procedures. Information Security: Ensure that all patient interactions are dealt with confidentially and any confidential paperwork is dealt with in accordance with practice protocol. Patient Liaison Provide non clinical patient care, dealing with requests for information, test results, requests to speak to clinical staff, ensuring confidentiality and privacy for patients. Ensure patients have access to any relevant leaflets, support groups, carers association etc. Information technology and audit duties: Maintain working knowledge of computer/clinical system, reporting any problems to IT service desk or Practice Manager. Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills. Respond to and action notes and minutes from Practice Meetings. Additional: Regular attendance at practice meetings (Over time pay available for those who are not on duty that day). Attend all mandatory training as requested by the Practice Manager Familiarise with fire drills. Know where the fire exists and fire extinguishers are. Know details of various forms and equipment used in the practice, and know where they are kept. This job description is not exhaustive and will be reviewed and amended if appropriate. Job description Job responsibilities Reception duties: Greeting patients politely and ensuring that the appointment system is run efficiently, monitor the flow of patients to and from consulting rooms, managing queues through telephone and face to face interaction. Ensure patients are informed if a doctor is running late or called out. Ensure urgent extras are monitored with appropriate guidance. Advise patients of relevant charges for non-NHS services, accept payment and issue receipt for same. Explain practice arrangements and requirements for new and temporary patients. Respond to all queries and requests for assistance from patients and other visitors to the practice as appropriate. Enter requests for home visits onto the EMIS system, including all relevant information. Deal efficiently with emergency situations. Maintain a supply of relevant bags, bottles and stationery to keep consulting rooms stocked; ensure rooms have adequate supplies. Keep reception areas clean and tidy. Handle specimens as per practice protocol. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Management of appointment system: Navigate patients to the most appropriate service or person to provide assistance, depending on their need. Maintain working knowledge of the appointment system i.e. times of all clinics, duration of appointments, knowledge of computer system, doctors rotas, procedures for booking routine and urgent appointments Book appointments accurately and appropriately. Monitor daily available appointments and report any overload to Practice Manager as appropriate. Management of medical records and administration: Carry out scanning of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient record. Ensure efficient storage of scanned letters for confidential destruction. Ensure all referrals are dealt with in an efficient and timely manner according to practice policies. This includes urgent 2 week rule referrals, routine referrals, choose and book referrals and any other referral work as requested by a GP or the Practice Manager. Ensure all requests for medical records or reports are dealt with in accordance with practice policies and are passed onto the relevant member of staff and dealt with in a timely manner. Ensure all medical records are summarised within set timescales. Deal with GP links, including registering new patients, patient amendments, deductions, rejections and FP69s as required by Practice Manager. Operation of telephone system: Receive and make calls as required. Divert calls and take messages as appropriate, recording information for Doctors to action (home visits, phone calls etc) Ensure phones are accurately transferred to and from night duty service by programming the switchboard to set procedures. Information Security: Ensure that all patient interactions are dealt with confidentially and any confidential paperwork is dealt with in accordance with practice protocol. Patient Liaison Provide non clinical patient care, dealing with requests for information, test results, requests to speak to clinical staff, ensuring confidentiality and privacy for patients. Ensure patients have access to any relevant leaflets, support groups, carers association etc. Information technology and audit duties: Maintain working knowledge of computer/clinical system, reporting any problems to IT service desk or Practice Manager. Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills. Respond to and action notes and minutes from Practice Meetings. Additional: Regular attendance at practice meetings (Over time pay available for those who are not on duty that day). Attend all mandatory training as requested by the Practice Manager Familiarise with fire drills. Know where the fire exists and fire extinguishers are. Know details of various forms and equipment used in the practice, and know where they are kept. This job description is not exhaustive and will be reviewed and amended if appropriate. Person Specification Experience Desirable - Experience of working in a GP practice - Experience of working with EMIS web - Understanding of medical terminology Qualifications Desirable GCSE Maths and English grade c (or equivalent) Person Specification Experience Desirable - Experience of working in a GP practice - Experience of working with EMIS web - Understanding of medical terminology Qualifications Desirable GCSE Maths and English grade c (or equivalent) 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 Penny Lane Surgery Address 7 Smithdown Place Liverpool L15 9EH Employer's website https://www.pennylanesurgery.nhs.uk/ (Opens in a new tab)