Invicta Health is recruiting for a Receptionist to join the team on a part time basis at St Peters Surgery.
Working hours per week: 16 hours
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As anAdministrative Receptionist, you will provide an important role in supportingthe practice team with the day-to-day running of the practice by undertaking avariety of general and clinical administration duties. You will act as thefirst point of contact for patients contacting the practice, and workeffectively to receive, assist, and direct them in accessing the appropriatehealthcare professional or service in a courteous manner ensuringconfidentiality. You will provide a welcoming, friendly, and positive image topatients and visitors either in person, via email or via the telephone,portraying the practice in the highest possible professional basis.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
* Learning and Development opportunities
* Progression opportunities
* Competitive annual leave entitlement
* Incremental pay progression
* Approved blue light card provider
* Salary Sacrifice Schemes
* Car Lease Scheme
* Employee Assistance Programme
Job responsibilities
FrontDesk
Tend to the front desk ensuring to greet patients and visitors on theirarrival to the practice in a welcoming manner.
Ensure all patients and visitors to the practice are signed in anddirected to the relevant waiting area.
Inform the relevant host for example, the GP, Nurse or Practice Managerof any patients or visitors arrival.
Accept payments and issue receipts for non-NHS services.
Book ambulances/appropriate transport for patients according toprotocols.
Assist patients with requests for Blood Forms, Urine Forms and Xrayforms, printing where necessary.
Keep the reception area, noticeboards, and leaflet dispensers clean, tidyand free from obstructions and clutter.
Support in ensuring the reception area remains a calm environment forall. Politely and safely addressing any disruptive behaviours, escalating tomanagement where appropriate.
Registrations and Appointments
Process registrations both regular and temporary in the absence of the RegistrationClerk ensuring complete information and appropriate ID.
Assess and analyse patient needs to ensure an appointment is required andif so, booked with the correct and appropriate healthcare professional.
Book, amend and cancel general (GP/Nurse), clinic (Flu), QOF, special allocationservices (SAS) and third party (Physio) patient appointments in line withpractice appointment procedures, ensuring coding is completed where necessaryand optimum efficiency of the appointment system.
Monitor the incoming E-Consult messages booking an appropriateappointment or directing to the most appropriate department.
Monitor the 111 clinical screen and directing as appropriate
Ensure that patients without appointments but who need 'urgentconsultations are booked into appropriate slots and referred to a GP wherenecessary.
Receive and accurately record requests for home visits, assessing urgencyin accordance with the Practices protocols.
Once trained, chaperone patients to their GPappointment as and when requested.
Arrange security for Special Allocation Service (SAS) appointments wherenecessary.
Prescriptions and Certificates
Receive and process prescription requests in the absence of thePrescription Clerk accurately and in accordance with practice guidelines
Raise any prescription queries with the Prescription Clerk and/orClinical Lead including status check of whether it has been issued and where itis.
Processing and handling of Cremation Forms and Death Certificates,informing required departments and accurately documenting details of passing.
Advice and guidance
Provide advice (non-medical) and contactdetails of third-party services to patients as required. For example,suggesting a patient contact the Urgent Mental Health Team.
Respond to and/or redirect all generalenquiries, explaining procedures where necessary and processing paperwork whererequired.
Process referrals for the District Nurse
Action EMIS tasks and DOCMAN workflow in atimely manner
Communication
Answer incoming telephone calls in a timely and professional manner,ensuring calls are documented and actioned and/or redirected as appropriate.
Communicate with GPs, Nurses, and theClinical Team as necessary including passing information across to beprocessed, chasing documentation, results, and appointment information.
Communicate in writing (letters andelectronically) and verbally with a wide range of providers and users ofservices, including patients, carers; voluntary; social; primary and secondarycare providers.
Liaising with GP/Clinicians, forwardingconcerns, chasing for samples, letters, prescriptions and other paperwork
Monitor the reception email account and actionany requests needed, raising any urgent enquiries to your line manager whererelevant
Process any outgoing mail created by thereception team
Document informationreceived from patients or third-party agencies, accurately on EMIS. For example,urgent blood results from path labs, patients home blood pressure readings andany urgent referral advise provided to them.
Undertake manual and electronic filing andretrieving of paperwork ensuring up-to-date maintenance of both computerisedand manual filing systems (i.e. patient notes).
Computer data entry/data allocation andcollation; processing and recording information in accordance with practiceprocedures.
Accessing the server, changing the tape andchecking back up has been successful, reporting to IT if any issues areidentified.
Equipment and Stock Control
Efficient filling of sample pots, testingkits, appointment cards, registration paperwork and other necessary aids.
Clearing and re-stocking stationery items inwork areas as required, ensuring low stock levels are reported to the relevantleads and ensuring a clear desk policy.
Safely accept and record receipt of any vaccine/medicationdeliveries, ensuring safe storage of items and informing relevant departments.
Opening and locking up of practice premises(where needed) and maintaining security in accordance with practice protocolsat all times.
Keep up to date with any new guidance and changes within the team.
Supporting in the training of new reception team members.
General Duties
To work collaboratively andprofessionally with colleagues across Invicta Health, building and maintainingrelationships.
To contribute to the development ofservices, including processes, templates and principles.
To takepart in any statutory and mandatory training or other training and developmentprogrammes as requested.
Any otherreasonable duties as directed by your line manager.
Person Specification
* Ability to assess and analyse patient requirements appropriately.
* Able to communicate effectively and collaboratively across varied disciplines.
* Able to work in a well-organised and professional manner, maintaining concentration and accuracy
* Able to manage conflicting priorities
* Possess an aptitude for dealing with potentially difficult or demanding situations.
* Good telephone manner
Qualifications
* Good level of education including competent levels of numeracy and literacy
* Chaperone training
Experience
* Understand the importance of maintaining patient and data confidentiality.
* Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
* Experience of setting up and maintaining effective administrative filling systems
* Experience of work involving regular and accurate data inputting
* Knowledge of office management systems and procedures
* Experience of working with Microsoft packages including, word, excel and power point
* Experience of working with EMIS and DOCMAN
* Previous administration experience within a medical environment
* Knowledge and understanding of the National Health Service
Personal Attributes
* Willingness to learn and adapt to change
* Highly customer focused
* Understanding and approachable
* Strives for excellence.
* Honest and fair.
* Leads by example.
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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