JOB TITLE: GP Receptionist/Administrator
Grasmere Surgery is a GP Surgery with approx. 8000 patients at the heart of Leigh, Wigan.
We have 6 GP Partners, 3 Nurses and 2 HCA.
We are looking for someone to work Monday - Friday 1.30pm - 6.30pm (25hrs). Please note that shift hours/days are not negotiable.
To sign post patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way, the successful candidate must have: -
- experience working in a GP Surgery for a minimum 6 months facing/admin environment and must have organisation and communication skills to help priorities workload and ensure smooth running of day-to-day tasks within our Practice,
- the ability to provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone,
- the ability to act as a point of contact for patients and act as a focal point of communication between patients, Doctors, and other members of the Primary Health Care Team,
- It is expected that you will conduct yourself with tact, sympathy, and efficiency and whilst remaining pleasant,
- flexibility,
- Particular attention is drawn to the confidential nature of this post. All patients' diagnosis and treatments must be always held in the STRICTEST CONFIDENCE.
This post is subject to safeguarding recruitment, and an Enhanced DBS check will be undertaken for this position.
This advert may close at any time if there are enough suitable applicants.
Job Summary:
It is the responsibility of each receptionist to assist in the smooth running of the Practice in general, the reception area, and to project a positive and friendly image to our patients and other professionals who may contact us either in person or via the telephone.
· To facilitate patients accessing the clinical care provided by the practice.
· To support the GP’s and Nurses in providing that care.
· To act as first point of contact for anyone accessing the practice.
Accountable to:
- General Practitioners (for medical matters)
- Practice or Deputy Manager (for all other matters)
KEY RESPONSIBILITIES:
· To ensure that all visitors and telephone callers to the practice are greeted professionally.
· To ensure all telephone calls are managed appropriately.
· To manage the flow of patients arriving at the reception desk, for appointments, prescriptions, or queries.
· To ensure the clinical staffs receive medical information as requested.
· Always ensuring confidentially.
· Always adhering to Health and Safety procedures.
· Ensuring consent has been obtained.
KEY TASKS:
Reception duties:
· Greeting and booking in or patients for surgeries and clinics.
· Dealing with patient enquiries efficiently and courteously.
· Making appointments on System One, by processing appointment requests for today, future appointments from patients in person and on the telephone - asking security questions, whilst ensuring all data is for the correct person.
· Dealing with all telephone queries/requests from patients and acting as liaison with the Doctors/Nurses as necessary.
· Processing repeats prescriptions in line with our procedures and filing for collection within 48 hours.
· Receiving specimens from patients ensuring all their details have been recorded whilst following Health & Safety policy.
· Giving out samples’ bottles, blood requests, scripts and letters to the patient by asking security questions, whilst ensuring all data is for the correct person.
· Ensuring the Reception area is kept tidy and clean in between visits from the cleaning staff, tidy and sort magazines and leaflets, discarding old and damaged items as necessary.
· Stocking the front desk – samples bottles, and leaflets/registration forms/questionnaires/pens etc.
· Undertaking NHS Friends and Family Tests questionnaires with visitors.
· Checking blood forms, prescriptions, and correspondence to see if any after 3 months and not collected.
Administration duties:
· To have a thorough knowledge of all practice policies and procedures
· To work in accordance with written protocols
· Provide administrative support for clinical staff
· Chaperone
· Filing patient records and correspondence when necessary.
· Opening and distribution or practice post.
· Franking of outgoing post.
· Registering new patients following our Registration Protocol.
· Scanning of documents onto the medical system. All scanning should be cleared daily (both trays).
· To send letters to patients as necessary.
· Photocopying of notes and other information (in reception this includes ensuring enough forms are printed or photocopied: consent forms, appointment cards are ordered, change of details etc.).
· Changing details on System One i.e., Change of address, telephone numbers etc.
· Recording information such as height and weight etc.
· Pulling and filing medical records as necessary.
· Advising patients of relevant charges for private services.
· Taking home visit requests and assigning an appropriate Clinician.
· Staff members will have their own dedicate role (training will be given) and it is expected that this role will be administrated during the weeks
· Ensuring security/confidentially at the end of the day (locking away scripts/records etc)
Other Information:
· Cover for other Reception team members may be required for sickness and annual leave.
· To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice.
Confidentiality:
While seeking treatments, 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 the 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, the Staff Handbook, and the Practice Infection Control Policy, this will include:
· Using personal security systems with the workplace according to practice guidelines
· 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
· Keeping own work areas and general/patient areas free from hazards.
· Reporting potential risks identified.
Equality and 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 people’s 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, such training to include:
· Participation in an annual individual performance review, including taking responsibility for maintaining a record of 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
Quality:
The post-holder will strive to maintain quality and professionalism within the practice, and will:
· Alert other team members to issues of quality and risk
· Assess own performance and take accountability for own actions, either directly or under supervision
· Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
· Work effectively with individuals in other agencies to meet patients’ needs
· Effectively manage own time, workload and resources
· Participate in audit where appropriate
Communication:
· The post-holder should recognise the importance of effective communication within the team and will strive to:
· Communicate effectively and courtesy with other team members.
· Communicate effectively with courtesy patients and carers.
· Recognise people’s needs for alternative methods of communication and respond accordingly.
Other Information:
· Cover where possible for sickness and annual leave.
· To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice.
NHS Pension Scheme:
· The post holder will automatically be enrolled in the NHS Pension Scheme (subject to eligibility checks).
Job Types: Part-time, Permanent
Pay: Up to £11.44 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
Reference ID: June 2 pm receptionist
