Job summary
Linemanagement of the Reception Team and work in reception to undertake allrelevant duties to contribute to its operations.
Toprovide a high quality service to patients, doctors and other members of thePrimary Health Care Team.
Tocontribute to the maintenance of patient confidentiality at all times, insideand outside the Practice.
Please be aware that we will be reviewing candidates on an ongoing basis and therefore may close the advert early. We recommend that potential candidates apply as soon as possible.
Main duties of the job
Manage safeguarding concerns appropriate to your role and level of training.
Day to day running of the Reception/Admin function in order to provide a first-class service to patients and visitors.
Line management of the Healthcare Coordinators including regular team meeting, 1-2-1s and performance reviews.
Carry out appraisals of the Reception Team and make recommendations on employee performance.
To deliver new staff induction programme and provide and organise full training for new staff.
Manage staff absence in the first instance.
Manage any difficult situations that may arise in addition to supporting staff that may require help or advice.
Managing reception staff rotas and arranging staff cover. Looking at any gaps in the rotas to cover the reception team and arrange appropriate cover.
Authorise and keep an accurate and up to date record of receptionists annual leave and sick leave.
Assist in the management annual leave requests non-clinical. Maintaining maximum and minimum cover levels
Involvement in hiring of reception staff in conjunction with the practice manager.
Ensure the smooth running of the reception area and review regularly progress of the clinics.
About us
We are Bevan. A social enterprise that serves inclusion health communities and individuals including people experiencing homelessness, refugee and asylum seekers, commercial sex workers, Gypsy, Roma and Traveller communities. Our patients are the most marginalised and socially excluded, many of whom have multiple needs and have experienced and sometimes continue to experience trauma.
We work as a multi-disciplinary team to offer a no wrong door approach to our patients, where we work with them to find solutions.
Our GP practices in Bradford and Leeds are central to our offer but equally important are the services that wrap around these including street health teams, mobile migrant health teams, hospital in-reach teams and wellbeing (including a children and young people team). We are constantly working towards increasing our offer to patients to support better outcomes.
If you are interested in learning more about our award-winning organisation. Take a look at our website About Bevan - Bevan Healthcare (
Job description
Job responsibilities
Ensure that all surgeries and clinical rooms are prepared for use on a daily basis and that all such rooms, as well as Patient Waiting Areas, are maintained to the highest of standards in terms of tidiness and organisation.
General office administration to include typing, photocopying, faxing. Any other duties that you may be asked to perform, which are appropriate to the post.
Managing unassigned clinical and non-clinical tasks. Weekly monitoring of unassigned tasks, making sure all tasks are dealt with and actioned in a timely manner.
Responsible for referrals. Monitoring the Choose and Book system for errors and actions for outgoing referrals. Making sure all electronic/paper referrals are kept up to date with any changes.
Managing the appointment system. Adding all clinical and non-clinical rotas to SystmOne, this is updated on a monthly basis or as and when there is a change to the system GP sickness.
Responsible for medical records. Ensure that all records are accurately maintained, including the input of clinical data and scanning of documents to the clinical system.
Overseeing the read coding and summarising system of all incoming letters for patients. Including NHS Mail unplanned admissions.
Management of repeat prescribing. Ensure that all staff are trained and competent in dealing with repeat prescribing. To action any electronic patient requests.
Processing solicitor report requests.
Act as a point of reference for internal telephone queries, taking appropriate action personally or redirecting as necessary.
Produce reports and letters in accordance with service guidelines.
Issue repeat prescriptions and deal with prescription queries
Carry out general administrative and clerical functions including photocopying, filing and faxing as required.
Process the client referral system and associated paperwork in accordance with Bevan Healthcare systems.
Maintain effective and efficient systems and office procedures including adequate supplies of forms/leaflets and stationery requirements.
Maintain effective diary management as required by management.
Process incoming/outgoing post, taking appropriate action as necessary.
Maintain an efficient filing and records system, encompassing medical secretarial services.
Collate data information and prepare returns appropriate to grade as required by management.
Receive all SAS new patient notifications.
Collate all information required regarding patients on the scheme.
Send out initial introductory letters to patients on the scheme
Regular audit of SAS list to identify people who have left without permission.
To review registrations and gather information from previous GP, placing alerts on systems regarding the Special Allocation Scheme.
To contact every new patient to explain the concept of the scheme; introduce how it works, hopes for how it would be used and progression off the scheme (as behavioral changes are evidenced)
Arrange appropriate security cover for appointments, if required.
Complete SAS submissions.
Responsible for patient registrations and deductions including EDI links. Making sure all registration packs are current and up to date with the correct patient information. Daily monitoring of the EDI links actioning registrations, deductions and changes to patient records included patient deaths
Responsible for medical records. Ensure that all records are accurately maintained, including the input of clinical data.
Assist in the management of user ID security levels, Smartcards and passwords.
Supporting Reception staff in their key duties. To work closely with the Reception/Admin team allocating daily tasks to team members and ensuring that main working areas are kept up to date.
Covering reception as and when required to cover sickness, annual leave and lunches.
Deal with more complex enquiries from patients in the absence of Practice Manager.
Minutes.
Ensure the smooth running of all clinical sessions.
Ensure that patient information is up to date.
Assisting the practice manager in patient complaints and following procedure including significant events.
First contact for complaints or concerns relevant to the running of reception/ appointments.
Collect ideas and put forward ideas for improvement.
Collecting and collating data for reports and audits. Utilise SystmOne to perform searches to extract patient data for the preparation of reports.
Maintain patients, staff and visitors safety and security within reception waiting areas.
Maintain the tidiness, safety and security of the patient waiting areas.
Maintain the tidiness of consulting rooms after use including ensuring correct disposal of clinical waste, restocking of stationary, clinical and other supplies.
Work safely at all times in accordance with legislative requirements and Practice Policy and Procedures.
Provide cover for colleagues on a rota basis for periods of annual leave, sickness or other leave.
Undertake relevant training and development opportunities to meet the changing needs of the role and improve personal skills.
Attend staff meetings and Practice learning times as necessary.
Open or secure building as required and ensure all security procedures are completed (Out of Hours telephone arrangements, securing prescriptions and records, switching on/off computers, securing doors/windows, setting/unsetting alarm, etc).
Undertake other duties and responsibilities commensurate with the grade of the position.
Maintain patients, staff and visitors safety and security within reception waiting areas.
Person Specification
Other
Essential
1. Able to maintain strict confidentiality in all aspects of work.
2. Excellent communication and interpersonal skills on the telephone and face to face.
3. Able to communicate with a range of people in a manner appropriate to their needs and situation.
4. Good keyboard skills.
5. Working knowledge of Microsoft Office.
6. Good organisational and time management skills.
7. Calm under pressure.
8. Tactful and diplomatic.
9. Able to provide cover for annual or sick leave on a rota basis, occasionally at short notice.
10. Able to work on own initiative or part of a team.
11. Positive and flexible approach to working arrangements.
12. Able to plan and organize own time and workload.
Desirable
13. Understanding of Data Protection and Information Governance principles.
14. Knowledge of health and safety issues in the workplace.
15. Committed to the Social Enterprise model of business and patient care.
Qualifications
Essential
16. Good standard of education.
17. GCSE, O Level or equivalent in English & Maths Level C or above.
18. Evidence of higher education in an administrative/business field.
19. Willing to undertake further training and development.
Desirable
20. Practice receptionist (, NCFE) or Customer Care ( qualification.
21. European Computer Driving License (ECDL), ELITE or equivalent IT qualification.
Experience
Essential
22. Previous experience of working in a customer focused role.
23. Experience of dealing with people from a wide range of backgrounds/different cultures.
Desirable
24. Previous experience of working in a GP Practice.
25. Experience of GP Practice clinical software particularly TPP System 1/reporting/summarising.
26. Previous clerical/administrative experience in Primary Care.