Job Description

Minimum wage for age for probation period. Probation period is 6 months.

JOB DESCRIPTION

JOB TITLE: GP Receptionist/Administrator

Job Summary:

It is the responsibility of each Receptionist to assist in the smooth running of the Practice in general, and the reception area in particular, and to project a positive and friendly image to our patients and other professionals who may contact us either in person or via the telephone.

To facilitate patients accessing the clinical care provided by the practice.

To support the GP's and Nurses in providing that care.

To act as first point of contact for anyone accessing the practice.

Accountable to:

General Practitioners (for medical matters)

Practice or Deputy Manager (for all other matters)

KEY RESPONSIBILITIES:

To ensure that all visitors and telephone callers to the practice are greeted professionally.

To ensure all telephone calls are managed appropriately.

To manage the flow of patients arriving at the reception desk, for appointments, prescriptions or queries.

To ensure the clinical staffs receive medical records as requested.

To ensure that repeat prescriptions are generated accurately and efficiently, within the 48 hours specified by the practice.

KEY TASKS:

Reception duties:

Greeting and booking in patients

Dealing with patient enquiries efficiently and courteously

The receiving and recording of telephone messages taking appropriate action

Making appointments on EMIS, by processing appointment requests for today, future appointments from patients in person and on the telephone

Restoring the telephone service in the morning and checking for any messages

Dealing with all telephone queries/requests from patients, and acting as liaison with the Doctors/Nurses as necessary

Pulling and filing medical records as necessary.

Processing repeat prescriptions and filing for collection within 48 hours

Taking home visit requests

Receiving specimens from patients ensuring all their details have been recorded whilst following Health & Safety policy

Tidying waiting room after surgery, ensuring premises are kept tidy between visits from the cleaning staff, tidy and sort magazines and leaflets, discarding old and damaged items as necessary

Further Development:

Administration duties (training will be provided):

To have a thorough knowledge of all practice policies and procedures

To work in accordance of written protocols

Provide administrative support for clinical staff

Filing patient records and correspondence when necessary

Opening and distribution of practice post

Outgoing post should be written down in the post book.

Registering new patients following the Registration Protocol

Scanning of documents onto the medical system. All scanning should be cleared daily

To send letters to patients as necessary.

Photocopying of notes and other information (in reception this includes: ensuring enough forms are printed or photocopied: consent forms, CITA, appointment card, change of details etc.).

Changing details on EMIS i.e. Change of address, telephone numbers etc.

Other Information:

Cover for other Reception team members may be required for sickness and annual leave

Ensuring building security/premises at the end of the day and ensure the building is totally secured, internal lights off and alarm activated

To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice

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 Staff Handbook and the Practice Infection Control Policy, this will include:

Using personal security systems with 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

Keeping own work areas and general/patient areas 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 recognises 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.

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 team's performance

Work effectively with individuals in other agencies to meet patients' needs

Effectively manage own time, workload and resources

Participate in audit where appropriate

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise people's needs for alternative methods of communication and respond accordingly

This job description is designed to reflect duties currently incorporated in this post. These may change in light of a change in the service provided by the Practice, but any such change will be fully discussed with the post holder. This job description is subject to an annual review.

Job Types: Full-time, Permanent

Pay: Up to 12.21 per hour

Expected hours: 35 - 37.5 per week

Benefits:

Casual dress Company pension Sick pay
Application question(s):

Are you available to work different shifts covering the hours 08:00 till 19:00. Shifts are usually 7.5 hours but can be flexible.
Experience:

Administrative Assistants & Receptionists: 1 year (preferred)
Work Location: In person