We at the High Street Surgery are looking for a motivated & enthusiastic Receptionist to join our Team. This post is for a 9 month contract working 25.25 hours per week over 4 days and is covering maternity leave of one of our receptionist; there may also be scope to extend contract near end of term.
Main duties of the job
The purpose of the role is to:
1. 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.
2. Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
3. Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team.
4. Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
Please see full job description for all details on job role and responsibilities.
About us
The practice is a friendly, semi-rural practice located next to the M6/M6 toll. We have a list size of 7,500 patients and a branch surgery.
The ideal candidate will have experience of working in General Practice, excellent customer service/keyboard skills, be IT literate and preferably have coding experience. This role is to cover secretarial and reception duties.
Job responsibilities
JOB TITLE: RECEPTIONIST/ADMINISTRATOR
REPORTS TO: PRACTICE MANAGER
Job summary:
1. 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.
2. Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
3. Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team.
4. Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
Duties and responsibilities:
* Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols.
* Maintaining and monitoring the practice appointments system.
* Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
* Processing and distributing incoming (and outgoing) mail.
* Taking messages and passing on information.
* Filing and retrieving paperwork.
* Processing repeat prescriptions in accordance with practice guidelines.
* Processing new patient registrations and online access requests.
* Monitoring and actioning workflow tasks on both the clinical and the document management system.
* Preparing patient records for transfer to health authority.
* Receiving, recording and summarising patient records on receipt from health authority.
* Care navigating patients to the most appropriate clinician or service to assist with their health concern.
* Read coding information on patients records.
* Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
* Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying.
* Scanning clinical information onto the practice computer system.
* Monitoring of stationery and other supplies and reporting to Practice Manager.
* Dealing with clinical waste.
* Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy.
* Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
* Completing mandatory training.
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.
Health & safety:
* The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
* Using personal security systems within the workplace according to practice guidelines.
* Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
* Making effective use of training to update knowledge and skills.
* Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
* Actively reporting health and safety hazards and infection hazards immediately when recognised.
* Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
* Undertaking periodic infection control training (minimum annually).
Equality and diversity:
* The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
* Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
* 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 maintain quality within the practice, and will:
* Alert other team members to issues of quality and risk.
* Assess own performance and take accountability for own actions, either directly or under supervision.
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
* Work effectively with individuals in other agencies to meet patients' needs.
* Effectively manage own time, workload and resources.
Communication:
* The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members.
* Communicate effectively with patients and carers.
* Recognize people's needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
* The post-holder will:
* Apply practice policies, standards and guidance.
* Discuss with other members of the team how the policies, standards and guidelines will affect own work.
* Participate in audit where appropriate.
Person Specification
Qualifications
* Good standard of general education & GCSE English.
* Experience of using own initiative.
* Experience of working in reception.
* Experience in customer service setting.
* High Level IT Skillset.
* Time management and ability to work to deadlines.
* Ability to work as part of a multi-disciplinary team.
* Ability to travel between sites.
* Flexibility with working hours.
* Ability to cover other staff absence at short notice.
* Worked with Emis or another clinical health system.
* Experience of working in primary care.
* Working knowledge of medical terminology.
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.
£11.44 an hour will follow national minimum wage increase 1st April 2025.
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