Job summary
Rosemead Surgery is a friendly supportive practice. We are currently looking for a Receptionist /Administrator
You will need to have a passion for helping people, and to be able to stay calm under pressure .
Good communication skills will be an advantage as would previous experience of working in general practice.
Main duties of the job
The duties and responsibilities of the role are varied and can change from time to time with direction of the Assistant Practice Manager or Practice Manager.
These will included maintaining and monitoring the practice appointment system.
Processing requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate health care professional.
Processing repeat prescriptions in accoradance with practice guidelines.
About us
Rosemead Surgery works very much as a team and every staff member is integral to the success of the surgery.
We receive feed back monthly, which reflects how the surgery has a pride in achieving the best out comes for the patients registered at the surgery.
Job description
Job responsibilities
JOB SUMMARY:
It is the responsibility ofeach receptionist to assist in the smooth running of the Practice in general,and the reception area in particular, and to project a positive and friendlyimage to our patients and other professionals who may contact us either inperson or via the telephone.
To facilitatepatients accessing the clinical care provided by the practice.
To support theGPs and Nurses in providing that care.
To act as firstpoint of contact for anyone accessing the practice.
KEY RESPONSIBILITIES:
To ensure that all visitors andtelephone callers to the practice are greeted professionally.
To ensure alltelephone calls are managed appropriately.
To manage theflow of patients arriving at the reception desk, for appointments, prescriptions,or queries.
To ensure theclinical staffs receive medical records as requested.
To ensure thatrepeat prescriptions are generated accurately and efficiently, within the 48hours specified by the practice.
KEY TASKS:
Reception duties:
Greeting andbooking in or patients for surgeries and clinics.
Dealing withpatient enquiries efficiently and courteously.
The receiving andrecording of telephone messages taking appropriate action.
Makingappointments on EMIS Clinical System, by processing appointment requests fortoday, future appointments from patients in person and on the telephone.
Ensure eConsultsare processed daily and assigned appropriately.
Ensure patientsare signposted to relevant services, St Marks Hospital, local pharmacy,Social Prescriber, First Contract Physio etc
Ensure all tasksare actioned and completed.
Processingprescriptions repeats and filing for collection within 48 hours.
Advisingpatients of relevant charges for private services
Receivingspecimens from patients ensuring all their details have been recorded whilstfollowing Health & Safety policy.
Tidyingwaiting room after surgery, ensuring premises are kept tidy between visits fromthe cleaning staff, tidy and sort magazines and leaflets, discarding old anddamaged items as necessary.
Administrationduties:
Tohave a thorough knowledge of all practice policies and procedures
Towork in accordance with written protocols
Provideadministrative support for clinical staff.
Filingpatient records and correspondence when necessary.
Openingand distribution or practice post.
Registeringnew patients following the Registration Protocol.
Scanningof documents onto the medical system. All scanning should be cleared daily.
Tosend letters to patients as necessary.
Changingdetails on EMIS Change of address, telephone numbers etc.
OtherInformation:
Coverfor other Reception team members for sickness and annual leave.
Ensuringbuilding security/premises at the end of the day and ensure the building istotally secured, internal lights off and alarm activated.
Tocarry out any other duties agreed between employee and the practice to ensurethe smooth running of the practice.
Confidentiality:
Whileseeking treatment, patients entrust us with, or allow us to gather, sensitiveinformation in relation to their health and other matters. They do so inconfidence and have the right to expect that staff will respect their privacyand act appropriately.
Inthe performance of the duties outlined in this job description, the post-holdermay have access to confidential information relating to patients and theircarers, practice staff and other healthcare workers. They may also have accessto information relating to the practice as a business organisation. All suchinformation from any source is to be regarded as strictly confidential.
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.
Health & Safety:
Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice Health & SafetyPolicy, the Staff Handbook and the Practice Infection Control Policy, this willinclude:
Usingpersonal security systems with the workplace according to practice guidelines
Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks.
Makingeffective use of training to update knowledge and skills.
Keepingown work areas and general/patient areas free from hazards.
Reportingpotential risks identified.
Equalityand diversity:
Thepost-holder will support the equality, diversity and rights of patients, carers,and colleagues, to include:
Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, and current legislation.
Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behavingin a manner which is welcoming to and of the individual, is non-judgemental andrespects their circumstances, feelings priorities and rights.
Personal/professionaldevelopment:
Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:
Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development.
Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work
Quality:
Thepost-holder will strive to maintain quality within the practice, and will:
Alertother team members to issues of quality and risk.
Assessown performance and take accountability for own actions, either directly orunder supervision
Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance.
Workeffectively with individuals in other agencies to meet patients needs
Effectivelymanage own time, workload, and resources
Participatein audit where appropriate.
Communication:
Thepost-holder should recognise the importance of effective communication withinthe team and will strive to:
Communicateeffectively with other team members.
Communicateeffectively with patients and carers
Recognisepeoples needs for alternative methods of communication and respond accordingly.
NHS PensionScheme:
Thepost holder will automatically be enrolled in the NHS Pension Scheme (subjectto eligibility checks).
Person Specification
Experience
Desirable
1. Experience of working in a GP Practice.
2. Experience in a busy office environment.
Qualifications
Essential
3. GCSE grade A-C in English and Maths.
4. Flexible approach to shift working patterns.