30-32 hours per week; responsible to the Reception Supervisor and accountable to the GP Partners and Practice Manager.
To provide an effective and efficient administration service.
To proactively communicate information between relevant patients, doctors, staff and other healthcare professionals.
Greeting patients and visitors in an efficient and courteous manner.
To contribute to shifts that commence at 8.00am and those that finish at 6.30pm.
Main duties of the job
* Register new patients, including immediate and temporary residents.
* Greet and direct patients and visitors.
* Make, amend, cancel appointments using all current software systems (e.g., Emis, PACO, Blinx).
* Ensure outstanding queries are explained and handed over to the next shift, as necessary.
* Respond to the appropriate needs of clinical staff during surgery.
* Collect payments from patients for non‑NHS services in line with policies.
* Deal with general enquiries and complaints, referring to senior staff as appropriate.
* Oversee distribution and completion of incoming correspondence, scanning, read coding, requests for medical reports (including e‑MR), clerical choose and book, practice nhs.net email address.
* Oversee distribution and completion of TCIs, tasks and any other clinician instruction.
* Support the call and recall processes for chronic disease management, cytology, baby immunisations and other immunisations and vaccinations.
* Manage Emis Web workflow; including electronic clinical correspondence, GP2GP, registrations, distribution of results.
* Summarise patient records.
* Deal with requests for repeat prescriptions.
* Deal with queries relating to repeat prescriptions.
About us
We pride ourselves on providing high quality care to our diverse population. We look after circa 7,000 patients, use EmisWeb, are a long‑standing training practice and are supported by a dedicated and friendly staff team including doctors, nurses, HCA, pharmacists, social prescribing and wellbeing coaches, physiotherapists and an experienced administrative team.
Abercromby Family Practice is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, we actively encourage individuals who self‑identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from women and gender minorities, members of the LGBTQ+ community, members of Black, minority ethnic, minority faith groups and from those who are disabled and/or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers exist, let us know so that we can work to overcome and dismantle them.
Job responsibilities
Full‑time: 37.5 hours per week. Part‑time: pro‑rata.
On a rota basis to include shifts that commence at 8.00am and those that finish at 6.30pm.
Responsible to the Reception Supervisor; accountable to the Practice Manager and Partners.
Providing a high standard of general administrative assistance to the Practice, through maintaining records and dealing with patients.
Job Purpose:
* Greeting patients and visitors in an efficient and courteous manner.
* Providing an effective and efficient administration service.
* Proactively communicating information between relevant patients, doctors, staff and other healthcare professionals.
General
* Participate in any training programmes implemented by the practice. Participate in annual individual performance review, taking responsibility for maintaining a record of own personal and professional development.
* Work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
* Support and respect the equality, diversity, privacy, dignity, needs, beliefs and rights of patients, carers and colleagues in line with Practice policies and current legislation.
* Support the HASAW, Fire, Security, Confidentiality and Data Security and Protection agenda in line with Practice policies and current legislation.
* This job description is not exhaustive and may be adjusted periodically after review and consultation.
* You will also be expected to carry out any reasonable duties which may be requested from time‑to‑time.
Skills
* Excellent communication skills (written and oral).
* Time management and the ability to work to deadlines.
* Interpersonal skills.
Qualifications
* Good standard of general education.
* GCSE Mathematics C or above.
* GCSE English C or above.
* NVQ in Customer Care.
Experience
* Practical experience of working with others.
* Experience of using own initiative.
* Experience of customer service.
* Practical experience of computerised recording systems, Microsoft Office.
* Experience of working within a general practice reception environment.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exception 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.
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