Job summary A Medical Receptionist required. Mon to Fri. Will be required to do one Saturday in the month 10am to 14.30pm 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 Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective Way 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 Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies Main duties of the job Training will be be provided. To work in accordance of written protocols Filing post in medical records Photocopy as requested Ensure courier takes all documentation and samples at the appropriate time Open and distribute incoming mail Ensure an effective and efficient reception service is provided to patients, care homes any other visitors to the practice Deal with all general enquiries, explain procedures and make new and follow-up appointments Be able to cover all reception position as necessary Process appointment requests for today future appointments from patients by telephone and in person Receive and make telephone calls as required. Open & close the practice as per protocol About us We are a 10,000 patient list size purpose built practice in South EastLondon Zone 3 with high QOF achievement and good CQC banding, offering in-houseDermatology, diabetes, Care of the elderly and minorsurgery services as well as teaching. You will be well supportedby a highly-skilled team of reception, admin, nurses, HCAs, management and not to mention experienced local Doctors. Training opportunities andspecial interests development will be encouraged. Job description Job responsibilities Duties and Responsibilities: The dutiesand responsibilities to be undertaken by members of the Practice administrationteam mayinclude any or all of the items in the following list. Duties may be variedfrom time totime underthe direction of the Senior Receptionist/Practice Manager, dependent on currentandevolving Practice workload and staffing levels: Opening up/locking-up of Practice premises and maintaining security in accordance with Practiceprotocols. Maintaining and monitoring the Practice appointments system. Processing personal and telephone requests for appointments, visits and telephone consultationsand ensuring callers are directed to the appropriate healthcare professional Processing and distributing incoming (and outgoing) mail. Deal with patients and visitors enquiries. Taking messages and passing on information Filing and retrieving paperwork Processing repeat prescriptions in accordance with Practice guidelines Computer data entry/data allocation and collation; processing and recording informationin accordance with Practice procedures Initiating contact with and responding to requests from patients, other team members andassociated healthcare agencies and providers Preparation of consulting rooms for sessions including switching on the computers and ensuringthat the rooms are tidy and ready for use by the clinicians. Clearing and re-stock consulting rooms as required Providing clerical assistance to Practice staff and visitors as required from time to time, includingword/data processing, filing, faxing, photocopying and scanning Monitoring of stationery and other supplies and informing appropriate person when supplyis low. Dealing with clinical waste. As the first point of contact for complaints, advise the patient of the Practice's complaintprocedure. Triage patients to other services that may meet their needs such as voluntary agencies etc. Act as chaperon for doctors as and when required. Provision of refreshments for staff and visitors as required; loading and emptying the dishwasherand keeping the kitchen area clean and tidy. Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructionsand clutter. Giving out prescription scripts to patients or their representative once written. Messages: Respond to Day book tasks and messages and complete them accordingly. Transfer calls from external doctors to GPs as soon as call is received. Accurately take and pass on, messages for GPs from patients and other agencies. Record all telephone conversations and at the desk in patients' record. Deals with visit requests according to Practice policy and inform one of the partnersimmediately. All dutiesand responsibilities in this job description are intended to be indicative butnotexhaustive of the responsibilities of the postholder. As theorganisation develops, the requirement of the Job will develop and change andthepostholder will be expected to adapt to these requirements. Child/Adult Protection The postholder will comply with the practice guidance and protocols relating to thesafety ofchildren and adults. The post holder has the responsibility to ensure that thewelfare ofall children and vulnerable adults is paramount and prioritised at all timesand mustbe prepared to share information with the statutory agencies REQUIREMENTS OF THE POST: An understanding, acceptance and adherence to the need for strict confidentiality. An ability to use own judgment, resourcefulness, common sense, and local knowledge,to respond to patients enquiries and requests. Excellent communication skills. To be courteous and helpful to the patients at all times. Team responsibilities: Maintain open and effective communication with colleagues Ensure effective teamwork: familiarity with colleagues' duties and responsibilities,offer support and help in order to maintain the smooth running of the Practice Open up and secure the premises at the start and end of a day when required to. Support the running of the branch in any duty required when necessary. Confidentiality: ln 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 doso in confidence and have the right to expect that staff will respect their privacyand act appropriately ln the performance of the duties outlined in this Job Description, the post-holder mayhave access to confidential information relating to patients and their carers, Practicestaff and other healthcare workers. They may also have access to informationrelating to the Practice as a business organisation. All such informationfrom any source is to be regarded as strictly confidential Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons in accordancewith the Practice policies and procedures relating to confidentiality andthe protection of personal and sensitive data Health & Safety: Thepost-holder will assist in promoting and maintaining their own and others'health,safety andsecurity as defined in the practice Health & Safety Policy, the practiceHealth&Safety Manual, and the practice Infection Control policy and publishedprocedures. This willinclude: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in away 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 andsafe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediatelywhen recognised Keeping own work areas and general / patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope of thejob holder's role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Equality and Diversity: Thepost-holder will support the equality, diversity and rights of patients, carersandcolleagues,to include: Acting in a way that recognizes the importance of people's rights, interpreting themin a way that is consistent with Practice procedures and policies, and currentlegislation 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- judgmentaland respects their circumstances, feelings priorities and rights. Personal/Professional Development: Thepost-holder will participate in any training programme implemented by thePracticeas part ofthis employment, such training to include: Participation in an annual individual performance review, including taking responsibilityfor maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work Quality: Thepost-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 orunder supervision Contribute to the effectiveness of the team by reflecting on own and team activitiesand 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: Thepost-holder should recognize the importance of effective communication withintheteam andwill 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 ofServices: Thepost-holder Will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelineswill affect own work Participate in audit where appropriate Data Protection This posthas a confidential aspect. You will be required to obtain, process and/or useinformationheld on a computer and you should do it in a fair and lawful way. Data willonly beheld for the specific registered purpose and you are not to use or disclose itinany wayincompatible with such a purpose. You should only disclose data to authorisedpersons ororganisations as instructed. Breaches of confidence in relation to data willresultin disciplinary action which may involve dismissal. Job description Job responsibilities Duties and Responsibilities: The dutiesand responsibilities to be undertaken by members of the Practice administrationteam mayinclude any or all of the items in the following list. Duties may be variedfrom time totime underthe direction of the Senior Receptionist/Practice Manager, dependent on currentandevolving Practice workload and staffing levels: Opening up/locking-up of Practice premises and maintaining security in accordance with Practiceprotocols. Maintaining and monitoring the Practice appointments system. Processing personal and telephone requests for appointments, visits and telephone consultationsand ensuring callers are directed to the appropriate healthcare professional Processing and distributing incoming (and outgoing) mail. Deal with patients and visitors enquiries. Taking messages and passing on information Filing and retrieving paperwork Processing repeat prescriptions in accordance with Practice guidelines Computer data entry/data allocation and collation; processing and recording informationin accordance with Practice procedures Initiating contact with and responding to requests from patients, other team members andassociated healthcare agencies and providers Preparation of consulting rooms for sessions including switching on the computers and ensuringthat the rooms are tidy and ready for use by the clinicians. Clearing and re-stock consulting rooms as required Providing clerical assistance to Practice staff and visitors as required from time to time, includingword/data processing, filing, faxing, photocopying and scanning Monitoring of stationery and other supplies and informing appropriate person when supplyis low. Dealing with clinical waste. As the first point of contact for complaints, advise the patient of the Practice's complaintprocedure. Triage patients to other services that may meet their needs such as voluntary agencies etc. Act as chaperon for doctors as and when required. Provision of refreshments for staff and visitors as required; loading and emptying the dishwasherand keeping the kitchen area clean and tidy. Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructionsand clutter. Giving out prescription scripts to patients or their representative once written. Messages: Respond to Day book tasks and messages and complete them accordingly. Transfer calls from external doctors to GPs as soon as call is received. Accurately take and pass on, messages for GPs from patients and other agencies. Record all telephone conversations and at the desk in patients' record. Deals with visit requests according to Practice policy and inform one of the partnersimmediately. All dutiesand responsibilities in this job description are intended to be indicative butnotexhaustive of the responsibilities of the postholder. As theorganisation develops, the requirement of the Job will develop and change andthepostholder will be expected to adapt to these requirements. Child/Adult Protection The postholder will comply with the practice guidance and protocols relating to thesafety ofchildren and adults. The post holder has the responsibility to ensure that thewelfare ofall children and vulnerable adults is paramount and prioritised at all timesand mustbe prepared to share information with the statutory agencies REQUIREMENTS OF THE POST: An understanding, acceptance and adherence to the need for strict confidentiality. An ability to use own judgment, resourcefulness, common sense, and local knowledge,to respond to patients enquiries and requests. Excellent communication skills. To be courteous and helpful to the patients at all times. Team responsibilities: Maintain open and effective communication with colleagues Ensure effective teamwork: familiarity with colleagues' duties and responsibilities,offer support and help in order to maintain the smooth running of the Practice Open up and secure the premises at the start and end of a day when required to. Support the running of the branch in any duty required when necessary. Confidentiality: ln 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 doso in confidence and have the right to expect that staff will respect their privacyand act appropriately ln the performance of the duties outlined in this Job Description, the post-holder mayhave access to confidential information relating to patients and their carers, Practicestaff and other healthcare workers. They may also have access to informationrelating to the Practice as a business organisation. All such informationfrom any source is to be regarded as strictly confidential Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons in accordancewith the Practice policies and procedures relating to confidentiality andthe protection of personal and sensitive data Health & Safety: Thepost-holder will assist in promoting and maintaining their own and others'health,safety andsecurity as defined in the practice Health & Safety Policy, the practiceHealth&Safety Manual, and the practice Infection Control policy and publishedprocedures. This willinclude: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in away 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 andsafe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediatelywhen recognised Keeping own work areas and general / patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope of thejob holder's role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Equality and Diversity: Thepost-holder will support the equality, diversity and rights of patients, carersandcolleagues,to include: Acting in a way that recognizes the importance of people's rights, interpreting themin a way that is consistent with Practice procedures and policies, and currentlegislation 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- judgmentaland respects their circumstances, feelings priorities and rights. Personal/Professional Development: Thepost-holder will participate in any training programme implemented by thePracticeas part ofthis employment, such training to include: Participation in an annual individual performance review, including taking responsibilityfor maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work Quality: Thepost-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 orunder supervision Contribute to the effectiveness of the team by reflecting on own and team activitiesand 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: Thepost-holder should recognize the importance of effective communication withintheteam andwill 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 ofServices: Thepost-holder Will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelineswill affect own work Participate in audit where appropriate Data Protection This posthas a confidential aspect. You will be required to obtain, process and/or useinformationheld on a computer and you should do it in a fair and lawful way. Data willonly beheld for the specific registered purpose and you are not to use or disclose itinany wayincompatible with such a purpose. You should only disclose data to authorisedpersons ororganisations as instructed. Breaches of confidence in relation to data willresultin disciplinary action which may involve dismissal. Person Specification Qualifications Essential Qualifications GCSE grade A to C in English and Maths Qualified to NVQ Level 2 Desirable Worked in the NHS or healthcare setting Experience Essential Previous experience of dealing with the public Previous administrative experience Experience of working with people Desirable Previous experience with EMIS Previous data entry experience Previous work in healthcare setting Person Specification Qualifications Essential Qualifications GCSE grade A to C in English and Maths Qualified to NVQ Level 2 Desirable Worked in the NHS or healthcare setting Experience Essential Previous experience of dealing with the public Previous administrative experience Experience of working with people Desirable Previous experience with EMIS Previous data entry experience Previous work in healthcare setting 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 Parkview Surgery Address 186 Brownhill Road London SE6 1AT Employer's website