Aelfgar Surgery serves a population of around 7,000 patients, and we are looking for a part-time, flexible, and enthusiastic Receptionist to join our friendly Practice Team. Acting as the practice's first point of contact, the ability to signpost patients to the correct service or healthcare professional is imperative. The successful candidate will provide a high-quality reception service to patients, doctors, and colleagues. Previous experience in this role and knowledge of EMIS Web medical software would be advantageous, although training will be provided.
The available post is for 20 hours per week, working a combination of the following shifts on a rota basis: 07:45-12:45, 08:30-13:30, 13:30-18:30, 18:30-20:00.
There is an essential requirement for the successful candidates to provide cover for holidays and sickness.
Annual leave entitlement is: 24 days on appointment, increasing to 25 days after 1 year of service, 26 days after 3 years, and 27 days after 5 years (all pro-rata for part-time staff).
Main duties of the job
Signposting patients, booking appointments, processing and scanning clinical post, and completing repeat prescription requests in a timely manner to ensure patients are dealt with promptly.
About us
We are a dedicated, friendly, innovative training practice with a team of healthcare professionals including a Clinical Partner, 5 Salaried GPs, a Nurse Practitioner, a Practice Pharmacist, 2 Practice Nurses, and 3 HCAs, working alongside Data Management Coordinators and the Reception team.
We aim to provide an efficient, effective team that projects a positive and friendly image to ensure our patients receive the best possible care.
Job responsibilities
Post:
Accountable To:
Role Definition:
To ensure the smooth day-to-day running of the Reception area, completing duties efficiently and adhering to guidelines set by doctors and management.
To assist patients in accessing appropriate services courteously and efficiently, providing general assistance to the practice team and projecting a positive image.
The work is highly confidential; no information should be disclosed outside practice personnel.
Work independently, using initiative in duties execution.
Key Result Areas
1. Reception Duties
* Greet and direct patients and visitors pleasantly and helpfully.
* Assess and provide care navigation pathways to ensure correct healthcare professional access.
* Register new patients and process paperwork.
* Manage requests for appointments, accept and hand out prescriptions, letters, forms, and specimens.
* Process visit requests, explain procedures, and advise on charges for non-NHS services.
* Respond to queries, ensure doctor requests are completed timely, and process repeat prescriptions within 48 hours.
* Maintain the cleanliness of the kitchen and waiting area, handle mail and specimens, and inform relevant personnel about stock levels and urgent issues.
2. Telephone Duties
* Make appointments, handle calls and messages accurately, and make necessary calls like ordering ambulances.
* Manage call diversion and requests for home visits, prioritizing urgent cases appropriately.
3. Patient notes and correspondence
* Retrieve, re-file, and file records and correspondence accurately and promptly.
* Photocopy medical records upon request, and prepare premises for opening and closing.
4. Computer Duties
* Process prescriptions, referrals, and correspondence accurately, and report IT and telephone faults.
5. Confidentiality
* Maintain strict confidentiality regarding patient and practice information.
6. Health & Safety
* Promote health and safety, identify and manage risks, and maintain cleanliness and infection control standards.
7. Equality & Diversity
* Support patients', carers', and colleagues' rights, respecting privacy and dignity.
8. Quality
* Maintain quality standards, assess own performance, and contribute to team effectiveness.
9. Communication
* Communicate effectively within the team and with patients, recognizing needs for alternative communication methods.
10. Service Implementation
* Participate in meetings, apply policies, and contribute to audits.
Managers Name:
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Postholder's Name:
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Note: This job description is subject to change after consultation with the job holder, reflecting organizational and technological changes. The employer reserves the right to revise this description as necessary.
Person Specification
Qualifications
* At least 12 months experience in a reception environment or dealing with the public, including on the telephone. Must be approachable, calm, courteous, and possess excellent communication skills. Basic computer skills are essential. Experience in a GP or NHS environment and completion of Care Navigation Training are preferred.
Experience
* Reliable, flexible, and able to follow instructions. Good health and attendance. Proficient in Microsoft Word, Excel, Windows. Must be within commuting distance and hold a current driving license.
Disclosure and Barring Service Check
This post requires a DBS check due to the sensitivity of the information handled.
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