If you enjoy working in a busy environment and in a role that has plenty of opportunities to help people this is the job for you. We are increasing our reception/admin team and are looking for individuals who are great communicators, enjoy challenges and are hard working.
Successful candidates will be taking care of front of house by meeting and greeting patients, colleagues and visitors.
You will also be part of the team answering busy phone lines and email enquiries and providing support to our clinical team helping them manage their daily tasks.
You will need to be comfortable working as a member of the team and also, for some of the time, working autonomously.
Appropriate office attire is expected at all times and uniform blouses/shirts will be provided.
Main duties of the job
Successful candidates will be able to work a variety of shifts.
Experience in using multiple Information Technology (IT) packages would be ideal, but as a starting point we are looking for people with a proven track record in using Microsoft Office software and email.
Team members need to be able to multi‑task; take down and pass on information clearly and accurately and possess a calm approach when carrying out their duties.
About us
We are a busy practice set in the Bannau Brycheiniog (Brecon Beacons) National Park, made up of 7 doctors; 5 nurses and 2 Healthcare Assistant.
The reception/admin team are 10 in total and are the "engine room" of the practice. The team cares passionately about helping the doctors, nurses and patients and we work hard to complete our busy daily agenda of tasks whilst trying to have some fun along the way.
Job responsibilities
Job Summary
To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to: greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Key Tasks
* Welcome patients and visitors to the Surgery in a courteous manner, projecting a positive and friendly image.
* Provide general information, assistance and direction to patients in assessing appropriate services.
* Answer the telephone and transfer calls to the appropriate healthcare professional.
* Process personal and telephone requests for appointments, visits and consultations.
* Maintain and monitor the practice appointment system as per the practice protocol.
* Register new patients and ensure all necessary information is obtained and entered electronically, including identification checks.
* Update patients' medical records as required.
* Filing, emailing, photocopying and scanning organisational documents and records.
* Use Docman (patient document management system) to scan and code correspondence.
* Facilitate effective communication between patients, members of the extended healthcare team and visitors.
* Process repeat prescriptions in accordance with practice guidelines.
* Check, file and issue prescriptions to patients and resolve any issues patients may have in relation to a prescription request.
* Assist in typing referrals and reports together with processing referrals through the e‑referral system.
* Assist in processing non‑NHS work such as insurance reports.
* Report any problems with the premises, medical equipment or running of the practice to the Manager.
* Ensure reception areas, noticeboards, entrance remain tidy and welcoming.
* Follow practice policies, procedures and protocols.
* Undertake any other administrative duties that may arise from time to time to assist in the smooth running of the practice.
* Abide by all legislation in relation to patient information, data protection and confidentiality.
This list is not exhaustive and gives a broad flavour of the type of work that may be expected to be carried out in a GP surgery.
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:
* 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 & 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, including:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of your 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.
Person Specification
Qualifications
* Educated to GCSE level or equivalent.
* GCSE Mathematics & English (C or above).
Experience
* Experience of working with the general public.
* Experience of administrative / receptionist duties.
* Experience of working in a health care setting.
Knowledge & Skills
* Excellent communication skills (written and oral).
* Clear, polite telephone manner.
* Competent in the use of Office and Outlook.
* Effective time management (planning and organising).
* Ability to work as a team member and autonomously.
* Good interpersonal skills.
* Problem solving and analytical skills.
* Ability to follow policy and procedure.
* Knowledge of using EMIS Web.
Personal Qualities
* Polite and confident.
* Flexible and cooperative.
* Motivated.
* Forward thinker.
* High levels of integrity and loyalty.
* Sensitive and empathetic in distressing situations.
* Ability to work under pressure.
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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