Receptionist/Administrator

Gray's Inn Medical Practice

The closing date is 10 March 2021

Job overview

The candidate must be enthusiastic and computer literate, with experience is using EMIS WEB. This role is a wide and varied one, and the successful candidate will provide a range of receptionists and administration duties such as summarising, read-coding and searches, electronic messages, using own initiative, providing a comprehensive administration/clerical service and attending meetings within the practice. You must be organised, quick thinking, be a problem solver, and be empathetic towards patients using the practice; a person who likes working in a team but you should be able to take responsibility for getting on with your work and providing results without being asked!

Main duties of the job

Reception

• Receiving patients consulting with members of practice team

• Handing completed repeat prescriptions to patient and checking names, address and contact details.
• Be able to cover all reception positions as necessary

Appointments

• Process appointment requests from patients by telephone/electronically and in person.
• Deal with visits requests

Computer

• Registrations of new patients computer data entry and medical records.
• Process patients change of address computer data and medical records (have knowledge of practice area.
• Process repeat prescription request in accordance with practice guidelines.

Telephone

• Have working knowledge of telephone/bleep system, during and after hours.

Other Tasks

• Clear rooms after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Make coffee for doctors
• Any other tasks allocated by manager

About us

• Close-knit, friendly team

Culture of fairness and kindness

Beautiful Georgian town house premises

Friendly and approachable single principal GP

Opportunity to progress

Job description

Job responsibilities

Job Summary:

To act as a focal point of communication between the GPs, practice manager and other members of the primary health care team

To ensure administrative and clerical duties with in the practice are carried out within the practices guidelines and policies.

To ensure the day-to-day activities of the practice are carried out accordingly.

As the practices Health and Safety Representative ensure legal requirements are met at all times.

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

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

Job Responsibilities:

Reception

• Receiving patients consulting with members of practice team
• Handing completed repeat prescriptions to patient and checking names, address and contact details.
• Be able to cover all reception positions as necessary

Appointments

• Process appointment requests from patients by telephone/electronically and in person.
• Deal with visits requests

Computer

• Registrations of new patients computer data entry and medical records.
• Process patients change of address computer data and medical records (have knowledge of practice area.
• Process repeat prescription request in accordance with practice guidelines.

Telephone

• Have working knowledge of telephone/bleep system, during and after hours.

Other Tasks

• Clear rooms after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Make coffee for doctors
• Any other tasks allocated by manager

Administration:

• To have a thorough knowledge of all Practice procedures.
• To work in accordance of written protocols
• Registration of Patients
• Scanning post in medical records as requested
• Fax and photocopy as requested
• Specific responsibility please refer to work plan attached
• Keep the practice manager informed of any matters arising or problems / potential problems
• In participation with the practice manager carry out staff appraisals
• Maintain self and team professionalism
• Deal with any problems reported by other members of the health care team

Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date

• • Cytology
  • Pathology results
  • Immunisation recalls (excluding childhood immunisations)
  • Summarising hospital records
  • Appointment scheduler and sessions and associated rotas
  • Meeting minutes
  • Referrals

Check, monitor and deal with items as they appear in the GP links system

Sort and distribute accordingly any correspondence and records received in the weekly delivery from the CCG/Health Authority

Ensure medical records requested for return to the CCG/Health Authority are retrieved and dealt with in the appropriate manner

Monitor stock levels, usage and re-order requirements of stationary, cleaning, refreshments and sundry items

• On a regular and ad hoc basis, monitor general usage and re-order requirements for stationary, cleaning, refreshment and sundry items.
• Liaise with the practice manager for order or purchase requirements

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:

• Using personal security systems within 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
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and 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 recognizes 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, 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 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate.
• Work across other sites if required

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths or equivelent

Desirable

• Qualified to NVQ level 2 in Business or Administration

Employer details

Employer name

Gray's Inn Medical Practice

Address

Grays Inn Medical Practice

77 Gray's Inn Road

London

WC1X 8TS

Employer's website

http://graysinnmedical.co.uk/

Receptionist

St John’s Hill Surgery – Begg Practice

The closing date is 07 March 2021

Job overview

We are looking for a receptionist/admin assistant to join our busy GP practice. The ideal candidate will be flexible, friendly, with excellent customer service skills and work well within a team, whilst also able to use their own initiative. Good IT skills and an ability to work within a busy environment are also required. Previous NHS receptionist or clerical experience would be advantageous.

Main duties of the job

You will be working in a customer facing role, supporting patients to access appropriate services, handling requests for medication, processing documentation and providing administrative support to clinical staff and other members of the practice.

About us

We are a friendly PMS practice with approx. 8,000 patients.

• 4 GPs, Practice Nurse and Care Co-ordinator

• Paperless EMIS WEB, EPS practice

• High QoF achieving practice

• On-site phlebotomy, radiology and physiotherapy.

• Postgraduate and undergraduate training practice

  Up the hill from Clapham Junction in the eco-friendly purpose built brown wooden clad building.

  General Practice where you enjoy coming to work and are energised by the patients.

Job description

Job responsibilities

Job summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

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.

Job responsibilities:

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
• Deal with all general enquiries, explain procedures and make new and follow-up appointments.
• Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Enter requests for home visits into the home visit appointment book, ensuring to carefully record all relevant details and referring to duty doctor where necessary.
• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours.
• Ensuring completion of all clinics associated paperwork promptly, and clear handover is done at the end of shift of any leftover tasks.
• Ensure Team tasks in clinical system are promptly actioned.
• Make appointments for hospital transport, ambulance and interpreters when required.
• Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
• Enter patient information on to the computer as required.
• Patient notes and correspondence:

• • Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

  • Ensure correspondence, reports, results etc. are scanned and filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

  • Ensure scanning and Filings Tasks are completed according to Practice procedure in a timely manner.

  • Ensure records are kept in good repair, with all necessary information on the outside cover clearly visible.

• Make and serve refreshments, ensure the tea area is kept clean and tidy and tidy the waiting room in turn with other staff.
• Premises:

• • Open up premises at the start of the day when first to arrive and make all necessary preparations to receive patients.

  • When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated (if required).

  • Ensure Practices clear desk Policy is adhered to during the working day.

• Ensure that all new patients are registered onto the computer system promptly and accurately
• Type hospital referral letters in the absence of administrators.
• Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within 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
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 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 that 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 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Qualifications

Essential

• GCSE English C or above
• GCSE Mathematics C or above

Desirable

• MS Office

Experience

Desirable

• Experience working in a primary care environment
• Experience of reception work

Knowledge & Skills

Essential

• Excellent keyboard and computer skills
• Effective Communication

Desirable

• MS Office

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Ability to work as a team member and autonomously
• Good interpersonal skills

Desirable

• Competent in the use of Office and Outlook
• EMIS

Personal Qualities

Essential

• Smart, polite and confident
• Flexible and cooperative
• Motivated, forward thinker
• Ability to work under pressure / in stressful situations
• Commitment to ongoing professional development
• Punctual and committed to supporting the team effort

Other requirements

Essential

• Flexibility of working hours/able to work at the desired times
• Disclosure Barring Service (DBS) check

Employer details

Employer name

St John’s Hill Surgery – Begg Practice

Address

Entrance B

162 St John’s Hill

London

SW11 1SW

Employer's website

https://www.stjohnshillsurgery.nhs.uk/

GP Receptionist/administration

Triveni PMS

The closing date is 22 March 2021

Job overview

GP Receptionist - We are a high achieving practice in Woolwich, London who is looking for the 6th member of our reception/administration team. We have 3 Partners who are supported by an excellent clinical and administration team. We have an open door policy and encourage everyone to work together to be able to enjoy a hard but good working relationship. If you feel like you need a challenge then apply now.

Main duties of the job

You will need to be a multi-tasking team player who fits in well. You will need to be confident and clear when talking on the telephone and have good IT skills to work with a number of different computer packages. You will be doing everything from filing to scanning, answering the telephone and making calls, dealing with face to face patients. Helping to run baby immunisation clinics and Long term condition clinics. We all work on a rota basis and work at both the main surgery and the branch surgery. They are not that far apart and we work as a whole and the telephone system and clinical system is as one.

About us

Along with the Partners that we mentioned above we have a Salaried GP, two Practice Nurses, Assistant Practitioner and pharmacist. We are a training practice therefore we usually have 2 trainee GP's working with us.

The administration team consists of a Practice Manager, Assistant Practice Manager, Team Leader and then 6 reception/administration staff (one of which could be you).

We need a hard working professional candidate who likes hard work but also enjoys a bit of fun too. We offer staff uniform and NHS pension.

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: RECEPTIONIST/ADMINISTRATOR

REPORTS TO: TEAM LEADER

HOURS: 25 hours per week

Job summary:

The purpose of the role is to:

• Offer 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

• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

• Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

  Duties and responsibilities:

  The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Team Leader/Assistant to the Practice Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels:

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Maintaining and monitoring the practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with practice guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Updating and scanning of patient records.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Clearing and re-stocking of consulting rooms as required, checking rooms at the end at the beginning and end of each session.
• Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning.
• Reporting to Team Leader items of stationery and other supplies that need ordering
• Dealing with clinical waste collection.
• Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy.
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• All other duties that are required to keep the reception/administration in a professional and well presented manner.

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 and general members of the public. 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 and data confidentiality is to be adhered to at all times.
• 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.
• Any ad-hoc questions, emails or letters whereby confidential information is requested by a third party should discussed with the Team Leader/Assistant to the Practice Manager or the Practice Manager before any information is released.

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 practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within 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
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 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 that is welcoming to and of the individual, that 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, with 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
• Complete the relevant on line training via the Relias training programme on an annual basis.

Quality:

The post-holder will strive to maintain quality 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

The above is full and inclusive at the time of completion, however you may be required to carry out jobs above and beyond this job description to fulfil the practice needs and requirements.

Person Specification

Qualifications

Essential

• ESSENTIAL
• General education to Grade C or above
• Demonstrate an understanding of the role of the Receptionist in a GP environment
• Willing to attend training to enhance the role of receptionist/admin
• Demonstrate self awareness, i.e. strengths and weaknesses, personal qualities and skills.
• Able to communicate well with patients of different backgrounds, where there may be barriers to understanding
• Good keyboard skills
• Able to make judgements where there is more than a straightforward choice of options e.g. basic assessment of patient in waiting area in case of emergency treatment.
• Able to organise own time and workload and cope with occasional last minute changes
• Willingness to undergo education / training for both practice and service need.
• Willingness to work towards professional and performance objectives (appraisal)
• Demonstrates motivation, reliability and commitment to team working and the development of others.
• Flexibility, commitment and adaptability.
• Can demonstrate an ability to value others opinions.
• Fitness to do the job able to work within basic Manual Handing Policy.
• Able to Handle simple medical supplies for transportation to fridge.
• Handling samples taken at the desk.
• Hepatitis B immune or willing to undergo immunisation course
• Frequent requirement for concentration required
• Able to deal with occasional exposure to distressing circumstances, or emotional events.
• Able to cope with occasional exposure to aggressive behaviour.

Desirable

• Previous knowledge of working in a GP surgery
• Knowledge of the medical computer system.

Employer details

Employer name

Triveni PMS

Address

Escreet Grove

Woolwich

London

SE18 5TE

Employer's website

https://www.trivenipms.co.uk/

Morning Receptionist

Shepperton Medical Practice

The closing date is 31 March 2021

Job overview

We are looking for a morning receptionist 08.00 - 13.30 to join our friendly reception team undertake a variety of duties to assist the doctors, nurses and healthcare assistants in looking after our patients.

Our practice looks after 13,000 patients and is very much at the heart of Shepperton. We are part of a primary care network which means we work closely with 3 other surgeries.

Main duties of the job

Your duties will include:

• Answering telephones
• Greeting patients
• Arranging appointments
• Assisting with general enquiries
• Undertaking DOCMAN, EMIS and e-mail task
• You will need to be comfortable using different packages of software on computers and trainig will be given in respect of the packages we use
• You will need to be able to priorities and organise your workload
• Good communication skills are necessary
• Work well under pressure
• Have an interest in multi-skilling

About us

Our clinical team is made up of 6 GP Partners, 5 Salaried GP's, 2 Registrars, 2 Pharmacists, 1 Physicians Associate, 1 Paramedic, 2 Nurses and 5 Healthcare Assistants.

We also have a reception and admin team and are working towards a multi-skilling approach.

Job description

Job responsibilities

KEY COMPETENCIES:

COMMUNICATION - You will be liaising with doctors, staff and patients.

IT An ability to understand and work with IT is required to manage the EMIS Medical System and Docman workflow. You will also use Microsoft Word and Excel spread sheets.

SIGNIFICANT EVENTS MANAGEMENT you will need to identify and report on problems that are deemed significant events. For instance, a message that wasnt actioned in a timely fashion that may have consequences to a patients health.

ORGANISATION You will need to be able to work as a team covering all elements of this job specification prioritising and switching between tasks. Working as part of a team you will need to provide holiday and sickness cover when necessary.

KEY DUTIES DESK RECEPTIONIST:

OPENING/CLOSING TASKS

• Switch on/off reception computers

• Keeping the kitchen and work areas tidy

• Collect any Mail from the post box and the internal doctors box and distribute to the relevant parties

• Check your e-mail and entries in the hand over diary since last shift at the start of your shift

• Initial the message book as confirmation you have seen the entries in it

• Check that the waiting room is tidy and fire exits free from clutter

• Unlock/lock the main entrance doors

• Open up the generic email address NWSCCG.Sheppertonmedicalpractice@nhs.net

GENERAL TASKS FOR RECEPTION STAFF

• Book appointments and deal with requests from patients

• Assist with patients checking in for appointments and direct them to the waiting room

• When requested by the patient leave a message for the specified doctor to call back

• Put all home visits on screen

• Deal with patient requests/enquiries as they arise

• Deal with any minor complaints which might arise, should you need to pass this on you should take a full description of the problem and investigate what happened before referring to the Head Receptionist

• Give out test results in line with the doctors comments when requested to do so at the desk

• Liaise with doctors, pharmacies, hospitals and other outside agencies and hospitals with regard to our patients care

Sort out any on-going queries from patients that need resolving before the next shift, leaving clear instructions for anything left over in the handover diary/book

The path lab samples should be collected daily, if not collected by 2pm advise Head Receptionist

Print off the lists of appointments for the following session in case of computer failure

Date all letters and blood tests before filing them for collection

Periodically sort through and identify any referral letters that have not been collected. Look on the patient journal to see it the patient has been seen. If this is the case, put an entry onto the journal stating letter not collected, code appropriately and destroy the letter. If the patient has not been seen, advise the doctor who wrote the referral letter

Periodically sort through the prescriptions for collection box for scripts not collected Enter not collected on the patients journal and destroy the prescription.

Organise ambulances when required to do so

Call patients and make appointments from the review list held on reception

Make sure Nurse and HCA appointments are full for the following week, advising Carrie when not so that she can prioritise which patients should be called

Deal with EMIS open access queries

Register new patients

Change address and phone numbers of patients

Monitor and deal with e-mails coming in to the generic e-mail address NWSCCG.Sheppertonmedicalpractice@nhs.net

Empty the doctors box in reception

Undertake the morning/afternoon tea run according to the rota

• Answer the phone within 3 rings

Clear the daily Docman tasks

Clear the daily EMIS tasks

Clear the daily scanning

Open and sort the post

Process all paper requests for repeat medication

Check and process on-line scripts

Process all paper requests for repeat medication

Check and process on-line scripts

POST CLOSING TASKS

At the end of each day undertake a walk round of the premises to ensure that all windows and consulting room doors are shut, computers turned off, except those Doctors who access them from home. Turn off all lights except the corridor where a doctor is still working and advise those doctors still working that you are leaving.

GENERAL STATEMENTS PERTAINING TO ALL STAFF

To read the Staff Handbook, which outline our policies relating to your employment

Any overtime should be sanctioned prior to working and entered onto an overtime sheet

which needs to be given to the Practice Manager on or before the 20th of the month

To be aware of our evacuation procedures

To use discretion at all times, and be aware of your duties under the Data Protection Act. This is covered in your Confidentiality Agreement

To understand your responsibilities with regard to internet usage and social media in relation to your working at the surgery

To be available to cover colleagues sickness and holidays

To join in with the annual appraisal system and take forward any development and training identified from it

To attend the mandatory training sessions held through the year, these being:

Basic Life Support & Defibrillation

Information Governance

Health and Safety

To attend the monthly staff meetings dates to be advised by the Head Receptionist

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Customer Service Experience
• Fluent in speaking, reading and writing English

Desirable

• NVQ or similar in customer services

Experience

Essential

• Have previously worked in a customer services environment
• Polite and hardworking disposition
• Good listening skills
• Problem solving skills

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

Employer details

Employer name

Shepperton Medical Practice

Address

Shepperton Medical Practice

Shepperton Court Drive

Laleham Road, Shepperton

Middlesex

TW17 8EJ

Employer's website

http://www.sheppertonmedicalpractice.co.uk

Afternoon Receptionist

Shepperton Medical Practice

The closing date is 31 March 2021

Job overview

We are looking to recruit an afternoon receptionist for the hours of 13.30 - 19.00 to join our friendly reception team. You will undertake a variety of duties to assist the doctors, nurses and healthcare assistants in caring for our patients.

Our practice looks after 13,000 patients and is very much at the heart of the Shepperton community. We are part of a primary care network which means we work closely with 3 other surgeries.

Main duties of the job

Your duties will include but are not limited to:

• Answering telephones
• Greeting patients
• Arranging appointments
• Assisting with general enquiries
• Undertaking tasks using computer software programmes -DOCMAN, EMIS and outlook emails
• You will need to be comfortable using different packages of software on computers and training will be given in respect of the packages we use
• You will need to be able to priorities and organise your own workload
• Good communication skills are necessary
• The ability to work well under pressure

About us

Our clinical team is made up of 6 GP Partners, 5 Salaried GP's, 2 Registrars, 2 Pharmacists, 1 Physicians Associate, 1 Paramedic, 2 Nurses and 5 Healthcare Assistants.

We also have a reception and admin team and are working towards a multi-skilling approach.

Job description

Job responsibilities

KEY COMPETENCIES:

COMMUNICATION - You will be liaising with doctors, staff and patients.

IT - An ability to understand and work with IT is required to manage the EMIS Medical System and Docman workflow. You will also use Microsoft Word and Excel spread sheets.

SIGNIFICANT EVENTS MANAGEMENT - you will need to identify and report on problems that are deemed significant events. For instance, a message that wasnt actioned in a timely fashion that may have consequences to a patients health.

ORGANISATION - You will need to be able to work as a team covering all elements of this job specification prioritising and switching between tasks. Working as part of a team you will need to provide holiday and sickness cover when necessary.

KEY DUTIES DESK RECEPTIONIST:

OPENING/CLOSING TASKS

• Switch on/off reception computers

• Keeping the kitchen and work areas tidy

• Collect any Mail from the post box and the internal doctors box and distribute to the relevant parties

• Check your e-mail and entries in the hand over diary since last shift at the start of your shift

• Initial the message book as confirmation you have seen the entries in it

• Check that the waiting room is tidy and fire exits free from clutter

• Unlock/lock the main entrance doors

• Open up the generic email address NWSCCG.Sheppertonmedicalpractice@nhs.net

GENERAL TASKS FOR RECEPTION STAFF

• Book appointments and deal with requests from patients

• Assist with patients checking in for appointments and direct them to the waiting room

• When requested by the patient leave a message for the specified doctor to call back

• Put all home visits on screen

• Deal with patient requests/enquiries as they arise

• Deal with any minor complaints which might arise, should you need to pass this on you should take a full description of the problem and investigate what happened before referring to the Head Receptionist

• Give out test results in line with the doctors comments when requested to do so at the desk

• Liaise with doctors, pharmacies, hospitals and other outside agencies and hospitals with regard to our patients care

Sort out any on-going queries from patients that need resolving before the next shift, leaving clear instructions for anything left over in the handover diary/book

The path lab samples should be collected daily, if not collected by 2pm advise Head Receptionist

Print off the lists of appointments for the following session in case of computer failure

Date all letters and blood tests before filing them for collection

Periodically sort through and identify any referral letters that have not been collected. Look on the patient journal to see it the patient has been seen. If this is the case, put an entry onto the journal stating letter not collected, code appropriately and destroy the letter. If the patient has not been seen, advise the doctor who wrote the referral letter

Periodically sort through the prescriptions for collection box for scripts not collected Enter not collected on the patients journal and destroy the prescription.

Organise ambulances when required to do so

Call patients and make appointments from the review list held on reception

Make sure Nurse and HCA appointments are full for the following week, advising Carrie when not so that she can prioritise which patients should be called

Deal with EMIS open access queries

Register new patients

Change address and phone numbers of patients

Monitor and deal with e-mails coming in to the generic e-mail address NWSCCG.Sheppertonmedicalpractice@nhs.net

Empty the doctors box in reception

Undertake the morning/afternoon tea run according to the rota

• Answer the phone within 3 rings

Clear the daily Docman tasks

Clear the daily EMIS tasks

Clear the daily scanning

Open and sort the post

Process all paper requests for repeat medication

Check and process on-line scripts

Process all paper requests for repeat medication

Check and process on-line scripts

POST CLOSING TASKS

At the end of each day undertake a walk round of the premises to ensure that all windows and consulting room doors are shut, computers turned off, except those Doctors who access them from home. Turn off all lights except the corridor where a doctor is still working and advise those doctors still working that you are leaving.

GENERAL STATEMENTS PERTAINING TO ALL STAFF

To read the Staff Handbook, which outline our policies relating to your employment

Any overtime should be sanctioned prior to working and entered onto an overtime sheet

which needs to be given to the Practice Manager on or before the 20th of the month

To be aware of our evacuation procedures

To use discretion at all times, and be aware of your duties under the Data Protection Act. This is covered in your Confidentiality Agreement

To understand your responsibilities with regard to internet usage and social media in relation to your working at the surgery

To be available to cover colleagues sickness and holidays

To join in with the annual appraisal system and take forward any development and training identified from it

To attend the mandatory training sessions held through the year, these being:

Basic Life Support & Defibrillation

Information Governance

Health and Safety

To attend the monthly staff meetings dates to be advised by the Head Receptionist

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Customer Service Experience
• Fluent in speaking, reading and writing English

Desirable

• NVQ or similar in customer services

Experience

Essential

• Have previously worked in a customer services environment
• Polite and hardworking disposition
• Good listening skills
• Problem solving skills
• Works well under pressure

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

Employer details

Employer name

Shepperton Medical Practice

Address

Shepperton Medical Practice

Shepperton Court Drive

Laleham Road, Shepperton

Middlesex

TW17 8EJ

Employer's website

http://www.sheppertonmedicalpractice.co.uk

Receptionist/Administrator

The Green Medical Centre

The closing date is 14 March 2021

Job overview

The Green Medical Centre is looking for an experienced receptionist/administrator to join our professional, busy team. We have achieved 'GOOD' in all of our CQC checks. We are a large practice, 11,000+ patients and we are committed to providing the best possible patient care. The successful candidate will need to be flexible, empathetic and calm; able to work under pressure to a high standard displaying excellent customer service/communication skills. You must be able to multi-task with attention to detail and accuracy, a good command of written and spoken English, confident IT skills and an essential sense of humour. Applicants should be available from 7.30 6.30 Mon-Fri this position is part-time, working 24 hours per week on a rota with 8 other receptionists.

Main duties of the job

The successful candidate will need to be flexible, empathetic and calm; able to work under pressure to a high standard displaying excellent customer service/communication skills. You must be able to multi-task with attention to detail and accuracy, a good command of written and spoken English, confident IT skills and an essential sense of humour. Applicants should be available from 7.30 6.30 Mon-Fri this position is part-time, working 24 hours per week on a rota with 8 other receptionists.

About us

The Green Medical Centre is a professional, extremely busy GP Surgery with a list size of 11,000+ patients. We are passionate about providing the best possible patient care and equally passionate about supporting our excellent team of 9 clinicians and 15 non clinicians. We encourage staff development and training to enable each employee to reach their potential. We are proud tohave achieved 'GOOD' in all of our CQC checks.

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: RECEPTIONIST/ADMINISTRATOR

REPORTS TO: ADMINISTRATION MANAGER/RECEPTION SUPERVISOR

HOURS: PART-TIME

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

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

Job Responsibilities:

Administration

• To have a thorough knowledge of all Practice procedures.
• To work in accordance of written protocols
• Pulling/filing notes for surgeries and update as necessary
• Filing post in medical records
• Fax and photocopy as requested

Reception

• Receiving patients consulting with members of Practice team
• Handing completed repeat prescriptions to patient and checking names and address.
• Be able to cover all reception position as necessary

Appointments

• Process appointment requests for today future appointments from patients by telephone and in person.
• Deal with visits requests

Computer

• Registrations of new patients computer data entry and medical records.
• Process patients change of address computer data and medical records (have knowledge of Practice area.
• Process repeat prescription request in accordance with Practice guidelines.

Telephone

• Have working knowledge of telephone/bleep system, during and after hours.
• Cover for telephonist when necessary

Other Tasks

• Clear rooms after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Make coffee for doctors
• Any other tasks allocated by managers

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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within 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
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• 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 recognizes 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, 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 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

• Apply Practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Experience

Essential

• Reception experience in a GP setting is desired although full training will be given to the right applicant.

Qualifications

Essential

• no qualifications are required for this position but Ideally the applicant should have some reception/GP surgery experience

Essential

Essential

• - Flexible as you may be asked to cover at short notice
• - Empathetic as some patients may appear difficult
• - Calm as some patients may appear difficult
• - Ability to work under pressure
• - Attention to detail and accuracy
• - Excellent customer service/communication skills
• - Ability to multi-task and meet deadlines
• - Good command of written and spoken English
• - Confident IT skills

Employer details

Employer name

The Green Medical Centre

Address

6 The Green

West Drayton

Middlesex

UB7 7PJ

Employer's website

https://www.draytongreen.co.uk/