We are looking for one or two part-time GP Receptionist/Administrators to join our friendly practice team. Applicants would ideally have experience of working in a patient/public environment, have good telephone and keyboard skills, enjoy a varied job role, and be flexible in covering for colleagues during absence.
Main duties of the job
1. Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
2. 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.
About us
Mill Road Surgery is a friendly, forward-thinking practice, committed to delivering high quality care for our c.5400 patients and benefitting from having a strong and supportive team of staff. Our current nursing team consists of 2 Practice Nurses, 1 Trainee Nurse Associate and 1 Healthcare Assistant. The Surgery is an active member of Network North PCN. We are situated in the North of Sheffield, in an attractive purpose-built surgery with convenient access to junction 35 of the M1.
Job responsibilities
Reception Duties
1. Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely.
2. Answer all incoming phone calls from patients and other healthcare professionals. Navigate them to the appropriate clinician, and/or take and pass on messages.
3. Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary.
4. Make, cancel, or rearrange appointments via the clinical system.
5. Support and assist clinicians as required.
6. Arrange interpreters as necessary.
7. Ensure up to date patient information is recorded.
8. Keep the workspace and waiting area tidy.
9. Perform the lockdown procedure, set alarms, and lock premises each evening.
10. Monitor the recall system.
11. Ensure equipment on loan to patients is recorded and returned, cleaned fully, and fully functional.
Clerical Duties
1. Ensure that repeat prescriptions are done accurately and efficiently following protocol.
2. Open, stamp, and scan practice post as instructed following our Workflow Protocol.
3. File electronic scanned documents into computerized records, i.e., medical documents, hospital reports, and letters as necessary.
4. Retrieve paper notes from the storage unit as requested.
5. Photocopy documents as required.
6. Action tasks set by clinicians via the clinical systems and email.
7. Deal with ad-hoc requests from other members of the Primary Health Care Team.
Data Duties
1. Registration and documentation of new patients and temporary residents to the practice.
2. Ensure new patient checks are booked in.
3. Update patient details on the clinical system.
4. Review and action test results when required.
5. Read coding medical data into the clinical system and computerized medical record of patients.
6. Set up and run clinical searches.
7. Provide and maintain information required for public health targets, including data checking and liaising with the clinical team to improve performance.
8. Participate in practice performance related to recalls for patients, maintaining an up-to-date register and working on improvement.
General Duties
1. Be involved in maintaining and encouraging adequate security measures, e.g., locking doors, setting security alarms where relevant.
2. Leave the desk tidy at the end of each day.
3. Maintain the Health and Safety of all staff, patients, and visitors.
4. Ensure confidentiality, only releasing information obtained during employment to those acting in an official capacity with the agreement of the Practice Manager.
5. Comply and familiarize yourself with the Practice's policies and procedures.
6. Carry out any other duties as reasonably requested by the Clinicians or Practice Management Team.
Confidentiality
While seeking treatment, patients entrust us with sensitive information regarding their health and other matters. They 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. All such information is to be regarded as strictly confidential.
Health and Safety
The post-holder will assist in promoting and maintaining their own and others' health, safety, and security as defined in the practice Health and Safety Policy.
Equality and Diversity
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues.
Personal and Professional Development
The post-holder will participate in any training program implemented by the practice as part of this employment.
Quality
The post-holder will strive to maintain quality within the practice.
Communication
The post-holder should recognize the importance of effective communication within the team.
Contribution to the Implementation of Services
The post-holder will apply practice policies, standards, and guidance.
Person Specification
Experience
* Experience in Customer Service & communication.
* 1 year of experience dealing with the public.
* Experience with the clinical computer system SystmOne.
Skills
* Ability to demonstrate a methodical, organized, and flexible approach to work.
* Ability to organize and prioritize workloads.
* Effective listening, verbal, and written communication skills.
* Excellent interpersonal and customer service skills.
* Ability to maintain a high level of confidentiality and discretion.
* Caring and empathetic approach to handling patient issues & complaints.
* Flexible and reliable.
* A mature and professional manner.
* Ability to learn quickly about the business and a willingness to learn.
* Ability to remain calm under pressure.
* Basic IT skills.
Qualifications
* 5 GCSEs grade A to C including English and Maths.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
£11.44 an hour, will rise in line with national minimum wage.
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