We are looking for a receptionist/administrator to join our busy practice
We are a friendly team and acheive a good patient survey result.
Main duties of the job
You will be greeting patients in person and over the telephone, handling enquiries efficiently and professionally.
Scheduling, rescheduling, and cancelling appointments using electronic systems (e.g., EMIS Web).
Assessing patient needs to direct them to the appropriate clinician or service (e.g., GP, Nurse Practitioner, pharmacist).
Processing repeat prescriptions, scanning clinical documentation, updating patient records, and managing email/post.
Opening/locking the premises, keeping the reception area tidy, handling specimens securely, and reporting maintenance issues.
Scanning/filing documents and completing hospital referrals
Maintaining strict data protection and patient confidentiality at all times.
About us
We have a small friendly practice team that consists of:
2 GP Partners
2 Practice Nurses
1 HCA
7 admin/reception team
We are also a GP training practice.
Job responsibilities
Job Summary
We are looking to appoint a receptionists/administrator to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks.
You will be responsible for the general administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries.
You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working our clinical and administration teams.
Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.
This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality.
IT skills are essential, as you will be regularly creating searches, data input and monitoring our achievements and progress against national, local, and internal targets. You will also process prescription requests and provide a full administrative and secretarial service.
Job Responsibilities
RECEPTION
Receiving patients, consulting with members of practice team
Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link
Taking messages and passing on information
* Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
* Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.
GENERAL ADMINISTRATION
Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
Processing and distributing incoming and outgoing mail
Filing and retrieving paperwork
* Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
* Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
* Ordering and monitoring of stationery and other supplies
* Keeping the reception area, notice boards, leaflet etc. tidy and presentable
* Cover sickness annual leave and work reasonable overtime when required, including some weekends.
* Perform any other relevant and reasonable duties that may be requested by the lead
receptionist, practice manager or partners.
* Undertake statutory and mandatory training as required.
APPOINTMENT SYSTEM MANAGEMENT
* Book edit cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
* Monitor effectiveness of the system and report any problems or variations required.
Deal with home visit requests, carefully noting all details
Arrange transport to hospital appointments for housebound patients
MEDICAL RECORDS MANAGEMENT
* Ensure that all records are accurately compiled in advance for each consulting session.
* Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.
* Ensure correspondence, reports, results, etc., are filed in correct record.
* Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
Processing repeat prescriptions in accordance with practice guidelines
Handing completed repeat prescriptions to patient and checking names and address.
CONSULTATION ROOM PREPARATIONS
* Clearing and re-stocking of consulting rooms as required
* Consulting rooms prepared in readiness for each consulting session.
* Rooms are checked at the end of each consulting session and left tidy and secure.
Other Job Responsibilities
CONFIDENTIALITY
Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
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 manage their own and others health & safety and infection control as defined in the Practices Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures.
Comply with Practice health & safety policies by following agreed safe working procedures
Actively report health & safety hazards and infection hazards immediately
Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
Undertaking periodic infection control training
Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
Correct personal use of Personal Protective Equipment and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the organisations Incident Reporting System
Using personal security systems within the workplace according to Practice guidelines
Making effective use of training to update knowledge and skills
EQUALITY AND DIVERSITY
The post-holder will support, promote and maintain the Practices Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
OTHER DELEGATED DUTIES
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
ANNUAL LEAVE
You may be required to cover staff sickness and annual leave.
Person Specification
Qualifications
* Training in administration clerical duties at NVQ level
* Knowledge in EMIS web, Microsoft Office useful but not essential
Experience
* Experience of working in a GP Practice not essential
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.
Depending on experience Pay to be discussed at interview
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