We are looking for a highly motivated, hardworkingindividual with excellent communication skills, who are able to work underpressure, as part of a team or on their own.
The successful candidate will require excellent IT skillsand preferably be able to use EMIS web, however full training will be given.
You will be working within a team consisting of bothnon-clinical and clinical colleagues and good teamwork and communication skillsare important.
We offer a generous NHS pension scheme and 27 days holiday(pro rata) plus Bank Holidays from appointment date.
Main duties of the job
As a GP receptionist you will be answering a high volume of telephone calls, booking patient appointments with relevant clinicians, dealing with patient queries, liaising with other healthcare professionals, processing repeat prescriptions, sending texts/letters to patients, processing emails and a wide variety of other administrative tasks.
As a GP administrator your main duties of the role are:
The main duties of this role are
* Viewing and coding clinical documents onto patient records
* Referring any documents or results that require further action to the appropriate clinician following practice protocols.
* Recalling patients for their chronic disease management and cytology recall
* Registering all new patients on EMIS web
* Summarising patient medical records
* Liaising with hospital/clinic secretaries
About us
Our team are highly valued and committed to the practice andworking relationships across the team are both friendly with supportive.
Our clinical team consists of:
7 GP's, 1 ANP, 3 Practice Nurses, 1 HCA and a clinicalpharmacist.
We are also a training practice and have 4 trainee GP's.
Our non-clinical team consists of:
A Practice Manager, Deputy Practice Manager, Office Managerand a team of receptionists and administrators.
We have over 10,300 patients and are high QOF achievers.
Job responsibilities
JOB DESCRIPTION
JOB TITLE: GP RECEPTIONIST/ADMINISTRATOR
REPORTS TO: OFFICE AND PRACTICE MANAGER
HOURS: 34.5 hours per week, varied shifts between 07:00-18:30 Mon-Fri,
SALARY: £12.21 per hour
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
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical 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.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the practice reception/administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels:
* Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
* Maintaining and monitoring the practice appointments system
* Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
* Processing and distributing incoming (and outgoing) mail
* Taking messages and passing on information
* Filing and retrieving paperwork
* Processing repeat prescriptions in accordance with practice guidelines
* Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
* Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
* Providing clerical assistance to practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
* Ordering, re-ordering and monitoring of stationery and other supplies
* Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Scanning Clinical Documents (Workflow)
Ensuring letters are scanned onto the correct patient
Follow inhouse protocol on handling clinical correspondence
Action any documents/results as per inhouse protocols
Removing letters from the incorrect patients record
Send any letters for NOPs back to the relevant place
Regularly check the new baby's hospital letters, to see ifthe baby is now registered
Recalling patients for theirchronic disease management room every new month
Coding of Clinical Documents
Code and file documents received from external sources
Electronic letters
Assigning letters to the relevant clinician
Adding diary dates for lab requests from the consultants
Smear Re-Call
Cytology recall - Prior notification list
Cytology Exeter Electronic Cards
Temporary Residents
Adding TR forms to the system
Filing TR forms away in the folder
Checking TR folder on a regular basis and processingpaperwork to patients home GP
Assist the reception team / clinicians with all temporaryresident queries
Re-assigning lab reports to the usual GP
Dealing with Un-matched lab reports
Assigning / filing of PCR results
Filing of Bowel Cancer Screening reports
Coding of smear results and adding re-call to the diary
Sending annual review reminder texts to patients
Assist the reception team / clinicians with all lab reportqueries
Contacting the hospital labs if any issues with reports
Searches:
Building searches for yourself / other members of staff
Running the monthly bone density scan patients liaising withusual GP Updating the folder
Running the monthly blood test due patients Sending lettersto the patient / creating blood forms / red domiciliary bloods Updating thefolder
Running the monthly non-blood monitoring search Sendingletters to the patients Updating the folder
Running the monthly DNA search Sending letters to thepatients - updating the folder
Checking back on previous months to ensure patients have hadtheir monitoring done / Updating the diary
Running the quarterly archive search
Child Immunisations
Check the baby book weekly to ensure all babies have hadtheir 8-week check / immunisations
Reverting clinician's appointments to normal slots if nobabies are due that week
Ensure SCID/CHIS spreadsheets are coded and added to thefolder on the shared drive
Code all child imm reports that come through (Flu / Men ACWY/ HPV etc)
Check the weekly child sheets for any overdue imms and sendtexts / letters to parents/guardians.
Assist the child health team with any imm queries
Assist the reception team / nursing team with imm queries
Summarising
Summarise the patients paper records
Summarise the electronic paper records
PCSE weekly bag
Deducted records are to be sent back in a shipping bag witha label
Surgery Website
Maintaining the surgery website
Adding / removing information on the website
Secretary Work
Processing Choose and Book referrals
Typing audio tape referrals
Liaising with hospital / clinic secretaries
Chasing referrals
Ensuring the 2WW spreadsheet is kept up to date flagging anyconcerns with the relevant GP.
Ensuring GPs have processed their referrals correctly and ifnot flagging this with them
Monitoring the choose and book work lists and acting on anyactions
Other jobs
Assisting AB with QoF
Assisting the PM
Assisting the Reception team with queries
Digitisation
Dealing with Admin tasks
Logging IT issues
Change of address / details forms
Coding of carers forms
Dealing with declining annual review letters
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, 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
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 peoples 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 teams performance
* Work effectively with individuals in other agencies to meet patients needs
* Effectively manage own time, workload and resources.
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
* Recognize peoples 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
* Discuss with other members of the team how the policies, standards and guidelines will affect own work
* Participate in audit where appropriate.
Person Specification
Qualifications
* GCSE grade A to C in English and Maths or equivalent
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions 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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