Due to retirement of a long standing colleague, we are looking for two part time 20 hour experienced and enthusiastic receptionists, who ideally have experience of working in a GP practice and using SystmOne and accuRx.
Main duties of the job
Our reception team assist patients in the booking of appointments, referring them to the most appropriate clinician and directing them to other services where necessary. This is either face to face or via telephone or email. You will also provide general assistance to the practice team and deal with other administrative tasks and work that comes into the practice.
About us
Caistor Health Centre is a friendly Practice. We work very closely as a team with 23 members of staff - some of which have been employed by the Practice for over 20 years, which must be a good sign! We have a list size of approximately 5,300 patients.
We are a hard-working practice and are dedicated to the needs of our patients. We always go that extra mile to provide the best care and treatment for all patients wherever possible. Our staff highly respect each other, and everyone is supportive in the day to day running of the practice and each other. Staff are encouraged to undertake training to enhance their job satisfaction. We believe in a good work life balance for all our members of staff. Caistor Health Centre is situated in the rural town of Caistor in the Lincolnshire Wolds, and there is easy access to motorways for travel.
We are a training practice for GP Registrars, return to practice nursing students and medical students. We encourage our staff to undertake training relevant to their roles to enhance their job satisfaction. There is also the scope to develop new skills in other areas of the practice. Our team is very friendly and welcoming. We enjoy as a practice social events and have a good standing within the Caistor community.
Job responsibilities
Job summary:
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.
4. Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
5. Process requests for repeat prescriptions.
General Duties
The duties and responsibilities to be undertaken by members of the practice team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
1. Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
2. Processing and distributing incoming (and outgoing) mail.
3. Taking messages and passing on information.
4. Filing and retrieving paperwork.
5. Making appointments to see the doctors, practice nurse, health visitor or midwife.
6. Entering repeat prescriptions onto the computer, printing out and ensuring that these are presented to the doctor for signing.
7. Explaining practice procedures.
8. Receiving and recording requests for home visits and notifying the doctors appropriately.
9. Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols.
10. Receiving and booking requests for ambulance transport when necessary.
11. Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
12. Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
13. Filing hospital reports and letters in patients' notes daily.
14. Ensuring all new patients and temporary residents have correctly completed registration forms before seeing the doctor.
15. Receive specimen/samples ensuring that sufficient patient identification details are entered on the appropriate form to aid identification.
16. Ensuring that any unresolved, outstanding matters are passed on to incoming colleagues.
17. Ensuring that the office is tidy for incoming colleagues.
18. Restoring telephone services to normal daytime use, when required.
19. Making sure the telephone is returned to out of hours service before leaving the premises.
20. Making tea/coffee when required and washing up afterwards.
Administration Duties
* Dealing with paper medical records as required.
* File letters and results.
* Ensure that all recalls are completed either by telephone call or by letter.
* Attend ancillary and other staff meetings and training courses as required.
* Scanning and assigning of letters.
* New patient registrations.
* Making up of Patient Records.
* Assisting with the preparation of Insurance/Solicitor reports.
* Data entry work including READ-coding.
* Completing any tasks that are sent through system one.
* Communicating with patients e.g., New baby letters, bereavement letters.
* Any other duties as may be required from time to time.
Organisational Standards:
The post-holder must work within and comply to:
* All policies and procedures, for example Health and Safety (Act 1974), Data Protection (Act 1998).
* Maintain strict confidentiality of all information gained in the course of employment.
* Attend training update courses as appropriate to maintain competent standards within their role.
* Undertake annual performance review with their Manager.
* Your Manager will discuss the outline of duties described within this job description with you. The job description will be subject to review at the annual individual performance review.
* You may be asked to undertake duties not identified within this job description, these will be discussed prior to undertaking them. In all tasks that you are undertaking you must be competent and confident to undertake them. Please discuss with the Practice Manager.
* You have to be flexible with your working hours as your shifts will be liable to change to cover for sickness / annual leave as required.
Person Specification
Experience
* Experience of working in a GP practice as a receptionist or the NHS. Dealing with the general public either face to face or on the telephone. You must be flexible for this position as you will be required to assist covering for holidays and sickness of colleagues.
* You will be required to work between the hours of 8am and 6.30pm.
* Able to deal with vulnerable and difficult patients.
* Experience of using SystmOne although training will be given to the right candidate.
Qualifications
* Must have a good standard of education.
* NVQ level 2.
* Customer 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.
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