NHS Medical Receptionist/Administrator

A fantastic opportunity has arisen for 2 part time or full time Receptionists/Administrators to join our growing team at Trinity Medical Centre, where our patient list size is approximately 5,400. Our working hours are between 8am and 6:30pm Mon-Friday (hours negotiable).

We are looking for someone who is:

Caring and understands the importance of good service delivery

Enthusiastic and self-motivated

A good team player who can support and work alongside colleagues

Familiar with the day to day working within a GP Practice

Confident in the use of IT and technology

Main duties of the job Duties

Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice

Deal with all general enquiries, both face to face and by telephone and have the ability to explain processes and procedures

Ensure patients are kept informed and receive the best possible service

Prioritising own workload and resources by effective time management

Undertaking assigned tasks, including patient liaison, document processing, updating records, stock control

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 and appropriate delivery.

Prioritise patient appointments/home visits and liaising with the Duty Doctor when necessary

Action all repeat prescriptions either electronically or manual as per the written protocol

Advise patients of relevant charges for private (Non-GMS) services, accept payment and issue receipts for the same

Administration of non-NHS Services such as medicals, copies of records for insurance purposes

Premises: Open and Close

Ensure patients are registered accurately and intimately manner

Provide cover for colleague absences, sickness or annual leave when requested

About us Overview of your organisation

Trinity Medical Centre is a well established dispensing practice and has been serving the local community for over 25 years.

We have 3 GP Partners, 1 Salaried GP, 1 Advanced Nurse Practitioner, 1 Nurse Prescriber and 1 Healthcare Assistant. Our Dispensing Technician provides a dispensing service and advice to our dispensing patients.

Our strong comprehensive Administrative and Reception Team offer support to our clinical team.

We are very patient focused and feedback via the Friends and Family Test and the GP Patient Survey is extremely positive.

Working with Keele Medical School, we take medical students on placement annually, playing a part in the training and education of our future doctors.

Job responsibilities Job Description

Job Title: Receptionist/Administrator

Hours: 2 vacancies - part time or full time

Accountable to: GP Partners & Practice Manager

Reports to: Practice Manager / Receptionist Team Leader

Location: Trinity Medical Centre

Job Summary

To receive, direct and assist our patients in accessing the appropriate healthcare service in a professional and courteous way, providing general administrative assistance to the practice efficiently and effectively and act as a focal point of communication between patients, doctors and other clinical and non-clinical staff.

Main Duties & Responsibilities:

Duties and responsibilities will include the following and may vary from time to time depending on the evolving workload and staff single levels.

Greet patients and visitors attending the surgery in an appropriate and professional manner at all times

Run the surgery appointment system efficiently to ensure patients are directed to the most appropriate healthcare professional and setting

Communicate with patients, relatives and carers using all methods available including telephone, face-to-face, text messages and e-mails

Process in person, by telephone and e mail general enquiries ensuring accuracy of detail in all messages and ensuring these are actioned as necessary

Action all practice tasks and workflow comments daily in accordance with the practice guidelines

Explain practice arrangements and formal requirement to new patients and those seeking temporary cover and ensure procedures are completed

Process deduction of patients and receipt of medical records for newly registered patients

Liaise with hospital departments and consultants/secretaries for additional information and test results as required

Action repeat prescription requests and ensuring they are ready for collection by the patient within 48 hours

Inform patients of relevant charges for Non NHS services, accept payment and issue receipts for same

Update patient details to ensure correct and accurate details are held, i.e. correct address and telephone number

Accurately scan and attach clinical and administrative information/correspondence onto patients records

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

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

Issue correct and appropriate specimen containers and forms and ensure the correct information is obtained and completed on return of the specimen

Raise service requests with members of the wider healthcare team including District Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other services

Maintain supplies of stationery in consulting rooms and reception area

Open up premises at the start of the day when first to arrive, deactivate alarm 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

Ensure that the reception area is tidy at the end of each surgery session in preparation for incoming colleagues

Organise the reception and waiting areas maintaining a tidy work area and a professional appearance of patient leaflets and notice boards

Provision of refreshments as required, keeping kitchen area clean & tidy and ensuring all dishes are washed

Undertake any other additional duties appropriate to the post as requested by The Partners or the practice manager

OTHER DUTIES & RESPONSIBILITIES

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 respect their privacy and act appropriately

All information gained during employment relating to practice business, patients and their carers, practice staff or other healthcare workers must remain confidential at all times

Information relating to patients, carers, colleagues, other healthcare workers 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 data and sensitive data

Take responsibility for the coordination of procedures to safeguard confidentiality

Health & Safety

To assist in promoting and maintaining health, safety and security as defined in the practice Health & Safety Policy to include:

Using personal security systems within the practice according to practice guidelines

Identify risks involved in work activities and undertake such activities in a way that manages those risks

Make effective use of training and up date knowledge and skills

Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Equality and Diversity

Act 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

Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behave 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

Participate in any training programme implemented by the practice including Statutory and Mandatory training as required

Participation in an annual performance review

Responsible for maintaining a record of own personal and/or professional development

Responsible for own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work

Maintain quality within the practice

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

Make suggestions on ways to improve and enhance the team's performance

Work effectively with individuals in other agencies to meet patient needs

Effectively manage own time, workload and resources

Communication

Recognise the importance of effective communication within the team

Communicate effectively with all visitors to the practice
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