Job Description

Working Pattern:

Position 1- Number of weekly hours: 37.5 Monday to Friday

o Monday, Wednesday, Thursday and Friday- 8am-6pm

Job Summary:

The purpose of the role is to:

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

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of admin 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

Mission Statement

By treating our patients, and colleagues in a way we would want our loved ones to be treated. We provide evidence based sustainable primary care in a safe and supportive environment. We work cooperatively towards improving health and wellbeing. Whilst encouraging educational opportunities across our team and community.

Our aim is to be at the forefront of modern general practice, offering a wide range of services and facilities.

To this end we will be;

Empathic and Caring
Putting the care and wellbeing at the heart of all that we do.

Professional and Safe
Provide evidenced based healthcare to achieve the best possible outcomes in a safe environment.

Respectful and Supportive
Valuing the contribution of everyone.

Inclusivity and Integrity
Embracing and supporting individuality, promoting an environment of honesty and fairness.

Reflective and Improving
Recognising listening and reflection as an opportunity to change and improve.

Transparency and Trust
Ensure we take responsibility for our actions, and are open and transparent.

Duties and Responsibilities:

Processing telephone, email, online and face to face requests for all patient appointments, visits and telephone consultations and ensuring callers are booked with the appropriate healthcare professional. Taking messages and passing on information to appropriate colleagues. Initiating contact with and responding to requests and quires from patients, other team members and associated healthcare agencies and providers in line with specific directions. Signposting patients to services according to protocol. Take the lead admin role for an area of QOF, working with the QOF area lead clinician to ensure annual targets are achieved. Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures. Providing assistance to associated colleagues as required from time to time, including making appointments, word/data processing, filing, photocopying and scanning. Keep sufficient stocks of necessary documents by photocopying at relevant intervals. Shred paper-based documents according to protocols Manage all queries as necessary in an efficient manner Carry out system searches as requested Attend and contribute effectively to practice meetings as required Contribute to the successful implementation of continuous improvement and quality initiatives within the Practice Maintain a clean, tidy, effective working area at all times With other team members, support the Patient Participation Group. Update patients' medical records with new contact details, etc. Provide annual leave cover and weekly support of Patient and Clinical Systems Administration role. Annual leave cover for document scanning and Reception. General Assistance to line manager. Premises Arrive in good time at start of the day to open reception area and make all necessary preparations to receive patients Before leaving at end of day, ensure that all patients have been seen and left the building, telephones have been diverted to out of hours service, lock away all confidential documents and ensure full close down of the reception area.
This list is not exhaustive and may be liable to change by prior arrangement; additional duties may be required to ensure the smooth running of the practice, within your existing skills set.

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 , 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 It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

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 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 Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Follow COVID Practice social distancing and infection control protocol Comply with the; Health and Safety at Work Act 1974 Environmental Protection Act 1990 Environment Act 1995 Fire Precautions (workplace) Regulations 1999 Other statutory legislation which may be brought to the post holder's attention

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 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.

Safeguarding:

The post-holder will support

Identifying and reporting any concerns regarding abuse, neglect, or exploitation in line with organisational policies and legal requirements. Completing mandatory safeguarding training and keeping up to date with best practices. Maintaining professional boundaries and fostering a safe and supportive environment. Undergo appropriate background checks, including [DBS check/reference checks] where applicable.

Managing information:

The post holder should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information. Data should be reviewed and processed using accurate SNOMED to ensure easy and accurate information retrieval for monitoring and audit processes.

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

Collaborative working:

The post-holder will recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery

Effective communication:

The post-holder must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Communicate effectively with other team members Communicate effectively with patients and carers Recognise people's needs for alternative methods of communication and respond accordingly

Communication:

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

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance across all areas of work Discuss with other members of the team how the policies, standards and guidelines might be improved following review Participate in audit where appropriate.

Security

The security of the organisation is the responsibility of all personnel. The post holder will:

Ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Guarantee that restricted areas remain effectively secured Maintain password controls, password are not to be shared Under no circumstances share the codes for the door locks with anyone

Professional Conduct:

The post holder will be expected to dress appropriately for their role as detailed in the Practice policy

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Job Types: Full-time, Temporary

Pay: From 12.21 per hour

Benefits:

Company pension Employee discount Free parking On-site parking
Schedule:

10 hour shift Monday to Friday Overtime
Experience:

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

Application deadline: 23/05/2025
Reference ID: Acorn Surgery Patient Services Coordinator