Job Description

JOB DESCRIPTION

Position:

Receptionists

Employer:

Shires Health Care

Responsible to:

The Partners, through the Practice Business Manager

Salary Grade:

13.21 per hour (maximum 13.52 per hour, dependent upon experience and mutual assessment)

Hours: Post 1 - 37.5hrs per week

Post 2 - 30 hours per week

Staffing Hours to cover 8am to 6.30pm Monday to Friday

Place of Work:

Primarily at the main surgery at 18 Main Street, Shirebrook, however, you may also be asked to work at the branch surgery at Bishop's Walk, Church Warsop.

Summary of Post:

The receptionist is the first contact between the patient and the practice. She should be pleasant, helpful and accurate in communication. The reception staff are responsible for ensuring the smooth running of the reception area.

Key Elements of the Job:

To maintain medical confidentiality. To provide a friendly, helpful, accurate and prompt service to the patients. Answering the telephone and conveying messages To perform the administrative tasks needed. To participate in the necessary training for the position.

Confidentiality

Maintenance of confidentiality is obligatory. The administration staff must not pass on medical information about a patient to anyone outside the Practice, without the express instruction from a Doctor or the Practice Manager.

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 performance of the duties outlined in this , 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 and 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.

Communication

The patients communicate with the practice either in person or via the telephone. Communication should be pleasant and helpful. Information must be passed on accurately and with the appropriate urgency.

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

Appointments

You will be responsible for a proportion of the administration of the appointment systems, for the G.P.'s and Practice Nurses.

Home Visits

You will also be responsible for the administration of the home visit book, with the responsibility of recording home visits as requested by the patient, G.P., and District Nurse, with the responsibility of passing on urgent house calls to the on-call Doctor.

Repeat prescriptions

You will be responsible for taking requests for repeat prescriptions by the patients, either in person or over the telephone.

Information for Patients

The receptionists are responsible for the communication of information to the patients at the Doctor's, Practice Manager and Practice Nurse request. You will also facilitate the communication between other members of the Primary Health Care Team.

You will be responsible for dealing with day-to-day general enquiries from patients.

Clerical Duties

As part of your duties you will be required the file and retrieve patient's medical records, results and hospital letters. You will also be responsible for entering information on to the practice's computer system, and retrieving information from the computer system.

Key Tasks

Answer telephone calls and deal with queries promptly, responding or taking messages as appropriate ensuring that an accurate, quality information service is provided. To manage the appointment system so that patients are able to see clinicians in appropriate time and manner. To open and organise the distribution of the post To file information into patients notes using scanning where appropriate. To photocopy and file information To work flexibly with colleagues to cover the opening hours of the surgery, including opening and closing the surgery by arrangement. To attend training sessions where relevant to work. Collecting data and entering data on to the clinical system. Assist in the recording and retrieving of information for QOF. Helping new reception staff and training of new reception staff.
In addition: Some staff with specific training will be required to:

Issue repeat prescriptions for checking and signing by the Doctors. Make claims and monitor enhanced services claims. Arrange clinics and process data as required.

Appraisal

The post is subject to annual appraisal and regular supervision.

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 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
Staff are responsible to take care of their own personal safety and the safety of others whilst at work. No person shall interfere with or misuse anything provided in the interest of health, safety and welfare.

Equility 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 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 and 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 (appraisal), including taking responsibility for maintaining a record of their own personal and/or professional development. Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. Attend mandatory training sessions at the appropriate intervals (ie, fire, CPR, child & adult safeguarding)

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

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 their own work Participate in audit where appropriate

Terms and conditions:

Pension Scheme

Practice staff has the option of joining the NHS Pension scheme.

Holiday Entitlement

25 days per annum pro-rata to be taken as per agreement with the Practice Business Manager.

Review

The content of this job description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. The job description is therefore intended to be flexible and is subject to review and amendment in light of changing circumstances following consultation with the post holder.

Qualifications
- Office experience
- Administrative experience
- Knowledge of infection prevention & control practices
- Strong attention to detail
- Excellent organizational skills
- Ability to multitask effectively
- Proficiency in using office software and equipment
- Strong communication and interpersonal skills

Job Type: Part-time

Pay: 13.21-13.52 per hour

Benefits:

Company pension On-site parking
Ability to commute/relocate:

Shirebrook NG20: reliably commute or plan to relocate before starting work (required)
Education:

GCSE or equivalent (required)
Experience:

Medical Receptionist: 1 year (preferred)
Work Location: In person