GP Receptionist/Admin

Part time GP Receptionist/Admin person required to join a friendly, busy practice for 30 hours per week Mon to Fri. Must be available between 7.45am and 6.30pm to cover opening and closing of the practice.

Main duties of the job

Main duties include booking appointments, welcoming patients, preparing repeat prescriptions, dealing with emails, scanning letters and other administrative tasks.

Job responsibilities Job Summary

To act as first point of contact for patients and other visitors to the practice whether face to face or by telephone.

To maintain and update computer records for patients via EMIS and Docman.

To carry out all administrative tasks as directed within the practice.

RECEPTION

Receiving patients, consulting with members of practice team.

Processing in person, telephone and online requests for appointments.

Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and entering on computer registration link.

Taking messages and passing on information.

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.

Ensure that the system is operational at the beginning of each day and switched over to night service and that the answer phone is operational at the end of each day.

GENERAL ADMINISTRATION

Opening up/locking up of practice premises and maintaining security in accordance with practice protocols.

Processing and distributing incoming and outgoing mail.

Filing and retrieving paperwork.

Computer data entry, data allocation and collation; processing and recording information in accordance with practice procedures.

Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning.

Keeping the reception area, notice boards, leaflets etc. tidy and presentable.

Cover sickness/annual leave and work reasonable overtime when required, including some weekends.

Perform any other relevant and reasonable duties that may be requested by the lead receptionist, practice manager or partners.

Undertake statutory and mandatory training as required.

APPOINTMENT SYSTEM MANAGEMENT

Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.

Monitor effectiveness of the system and report any problems or variations required.

Deal with home visit requests, carefully noting all details.

Arrange transport to hospital appointments for housebound patients.

MEDICAL RECORDS MANAGEMENT

Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.

Ensure correspondence, reports, results, etc., are filed in correct record.

Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.

Processing repeat prescriptions in accordance with practice guidelines.

Hand over completed repeat prescriptions to patient and check names and address.

CONSULTATION ROOM PREPARATIONS

Clearing and restocking of consulting rooms as required.

Consulting rooms prepared in readiness for each consulting session.

Rooms are checked at the end of each consulting session and left tidy and secure.

CONFIDENTIALITY

Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.

Maintain an awareness of the Freedom of Information Act.

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 manage their own and others health & safety and infection control as defined in the Practice's Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures.

Comply with Practice health & safety policies by following agreed safe working procedures.

Actively report health & safety hazards and infection hazards immediately.

Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.

Undertaking periodic infection control training.

Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.

Correct personal use of Personal Protective Equipment and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.

Reporting incidents using the organisation's Incident Reporting System.

Using personal security systems within the workplace according to Practice guidelines.

Making effective use of training to update knowledge and skills.

EQUALITY AND DIVERSITY

The post-holder will support, promote and maintain the Practice's Equality & Diversity Policy.

No person, whether they are staff, patient or visitor, should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

OTHER DELEGATED DUTIES

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Person Specification Experience

• Experience of working within a busy environment
• Experience of working within a GP Practice

Knowledge

• Knowledge of Word and Excel, Good IT skills
• Knowledge of EMIS WEB, Knowledge of Docman

Skills

• Good interpersonal and communication skills and Prioritising workload
• Experience of working in a GP environment

Qualifications

• GCSE grade 4 or above in English and Maths or equivalent; Customer service skills, telephone and face to face; Administration skills including composing and sending emails in a professional capacity, filing, IT skills
• Knowledge of EMIS WEB, Knowledge of Docman; Experience of using an appointment system

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.