Job summary Are you looking for a new opportunity? We are looking for a reliable and enthusiastic person who wants to be a part of our friendly and supportive team. Previous medical receptionist/administrative experience is desirable but not essential, as we will provide training for the right candidate. This is a permanent position and there may be flexibility with hours, please detail in your application the hours that you are looking for. 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. Organising new and follow up appointments for paitents, processing prescriptions, contacting patients with the results of tests, liasing with other teams to ensure that information about patients is passed on to the right person. About us We are a warm, friendly practice that strives to offer the best possible care for our 12,000 patients. We have 9 GPs, 7 nurses and a supporting team consisting of pharmacists, social prescribers and physiotherapists. You will be a member of an excellent team of 9 other receptionists, who offer a fantastic service and are critical to smooth running of our practice. Date posted 08 November 2024 Pay scheme Other Salary £11.44 an hour Contract Permanent Working pattern Full-time, Part-time Reference number A5131-24-0004 Job locations Overdale Surgery 207 Victoria Avenue Borrowash Derby DE72 3HG Overdale Medical Practice 1 Bridge Field Breaston Derby DE72 3DS Job description Job responsibilities Job Responsibilities: Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Enter requests for home visits into the visit screen. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours. Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. Enter patient information on to the computer as required. Patient notes and correspondence: o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. o File notes into patient Lloyd George records as required. o Ensure records are kept in good repair with all necessary information on the outside cover clearly visible. Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff. Ensure that consulting rooms are fully stocked at the end of each surgery. Open incoming mail and place in appropriate pigeon hole. Once seen by GP, pass to admin for scanning. Operate photocopier and fax machines as requested. Premises: o Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. o 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. Ensure that all temporary resident patients are registered onto the computer system promptly and accurately. Provide cover as required. Undertake any other additional duties appropriate to the post as requested by the Partners, the Practice Manager or the assistant practice manager. 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, to 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 Reporting potential risks identified 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 peoples 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. Personal/Professional Development: 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 teams 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 peoples 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 Job description Job responsibilities Job Responsibilities: Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Enter requests for home visits into the visit screen. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours. Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. Enter patient information on to the computer as required. Patient notes and correspondence: o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. o File notes into patient Lloyd George records as required. o Ensure records are kept in good repair with all necessary information on the outside cover clearly visible. Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff. Ensure that consulting rooms are fully stocked at the end of each surgery. Open incoming mail and place in appropriate pigeon hole. Once seen by GP, pass to admin for scanning. Operate photocopier and fax machines as requested. Premises: o Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. o 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. Ensure that all temporary resident patients are registered onto the computer system promptly and accurately. Provide cover as required. Undertake any other additional duties appropriate to the post as requested by the Partners, the Practice Manager or the assistant practice manager. 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, to 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 Reporting potential risks identified 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 peoples 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. Personal/Professional Development: 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 teams 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 peoples 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 Knowledge and skills Essential Advanced numeracy skills Excellent keyboard and computer skills Excellent communication skills Experience Essential Experience of Microsoft Office software Desirable Experience of working in a public reception environment Experience of telephone switchboard operation Experience of dealing with the public/patients Qualities and attributes Essential An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work without direct supervision and determine own workload priorities Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressure Able to work in a changing environment Able to use own initiative Other Essential Flexibility of working hours/able to work at the desired times Flexibility to provide additional hours Car driver Desirable Experience of Primary Care Person Specification Knowledge and skills Essential Advanced numeracy skills Excellent keyboard and computer skills Excellent communication skills Experience Essential Experience of Microsoft Office software Desirable Experience of working in a public reception environment Experience of telephone switchboard operation Experience of dealing with the public/patients Qualities and attributes Essential An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work without direct supervision and determine own workload priorities Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressure Able to work in a changing environment Able to use own initiative Other Essential Flexibility of working hours/able to work at the desired times Flexibility to provide additional hours Car driver Desirable Experience of Primary Care 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 Overdale Medical Practice Address Overdale Surgery 207 Victoria Avenue Borrowash Derby DE72 3HG Employer's website https://overdalepractice.com (Opens in a new tab)