administrative assistant London, England
Job description
THE LAW MEDICAL GROUP PRACTICE - GP Practice
JOB DESCRIPTION
Job Title: Morning Receptionist
Based at: NW10
Line Manager: Operations Manager
Practice Objectives: To provide the highest standard of clinical and personal care to all our patients and visitors in a polite and efficient manner
Job Holder’s Objective:
The purpose of the role is to:
- To support the practice to give the best quality of care to its patients.
- Project a positive and friendly image to patients and other visitors to the practice, either in person or via the phone.
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional, courteous, efficient and effective manner.
- Undertake a variety of administrative duties to assist in the smooth running of the reception team and call centre.
- Facilitate effective communication between patients, members of the primary care team, secondary care and other associated healthcare agencies.
- To take responsibility for the development of the role and to suggest improvements to the systems that you are responsible for. To bring any difficulties to the attention of the reception co-ordinator.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the reception team may include any of the following items in the following list. Duties may be varied from time to time under the direction of the Reception Co-Ordinator/Lead Receptionist, dependent on current and evolving Practice workload and staffing levels.
- Project a positive and friendly image, greet and assist patients or visitors to the practice with a positive and helpful manner Deal with patient or visitors enquiries in the reception area and on the telephone in a professional manner
- Receive, assist and process registrations for new patients, temporary patients and patients who require Immediate Necessary Treatment in line with the practice protocol and ensuring eligibility for NHS treatment.
- Process telephone requests for appointments and telephone consultations and ensuring that callers are directed to the correct Healthcare Professional.
- Enter requests for home visits on to Emis Web, ensuring careful recording of all relevant details, patient’s name, contact telephone number and the reason for the request.
- Taking of messages and passing information, verbally and electronically, ensuring accuracy of detail and prompt appropriate delivery.
- Ensure that relevant interactions with outside bodies and patients are logged onto the EMIS computer system or elsewhere as appropriate to enable other staff members to follow this up when you are absent
- Processing repeat prescriptions in accordance with practice guidelines.
- Hand out prescriptions to patients and chemist making sure that the patient or Chemist has signed for the prescriptions on receipt.
- Monthly maintenance of prescription box. Checking to make sure that all the prescriptions waiting to be collected are still within the date margin for collection.
- To electronically and physically file patient records and correspondence in patient medical records and any medical records received from the Health Authority as requested by your Line Manager.
- Computer data entry/data allocation; processing and recording information in accordance with Practice procedures.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers. Make telephone calls to hospitals with queries or to bleep consultants, registrars or chase up results etc. Any form of contact and action taken to be recorded in the patients electronic records in Emis Web.
- Monthly maintenance of test form box, to check and destroy in accordance with practice protocol any out of date test forms.
- To assist patients in taking part in any practice patient surveys/questionnaires
- Ensure that the reception area is left tidy and ready to use by other colleagues and any messages are left regarding unresolved or urgent matters in the hand over book
- Print labels for specimens and check that they are adequately labelled
- Scan incoming clinical post or any correspondence handed at reception by patients for the attention of the clinical team.
- Read and respond to any electronic patient tasks or practice and outside e-mails in a timely manner
General
- Opening of Practice premises and maintaining security in accordance with Practice Protocols
- Keeping the reception area, notice boards and leaflet dispenser tidy and free from obstructions and clutter
- Checking, tidying and securing all consulting rooms if working in evening
- To fill and set the dishwasher if on evening reception
- To understand the practice alarm system and to be aware of any changes
- Attend regular monthly practice meetings and reception team meetings
- Cover other staff where necessary due to illness, holidays or any other absences when possible
- Ensure that all work is carried out within the strict practice policies on confidentially, respect and discrimination. Security must be adhered to at all times, ensuring that you are logged out of your computer when you leave the room, that the windows and doors are closed behind you, that air conditioning units are switched off, that patient notes and prescriptions (filled or empty) are kept out of the reach of visitors and that the premises are made safe if you are last person to leave.
- Bring to the attention of your manager any Health & Safety issues, health related work issues or any stresses brought on by your employment.
- Be supportive of other staff members and have the ability to work as a team member and be able to work independently on own tasks
Confidentiality
- In the course of receiving 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
appropriatelly.
- 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 and 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 understanding such activities in a way that manages those risks.
- Making effective use of training and update knowledge and skills
- To regularly attend fire evacuation drills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Report any 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 abd 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-judgemental 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 development, such training to include:
- Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- To attend Child Protection and Adult Protection training
- To attend and participate in Information Governance training
- To attend and participate in CPR training
- 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 team’s performance.
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage own time, workload and resources.
Communication
The post holder will
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise people’s 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
- Communicate with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
This list is not exhaustive and you will be asked from time to time to complete other tasks not on this list.
Job Types: Part-time, Permanent
Part-time hours: 25 per week
Salary: £10.45 per hour
Benefits:
- Casual dress
- Company pension
- Free flu jabs
- Sick pay
- Store discount
Schedule:
- Day shift
- Holidays
- Monday to Friday
- No weekends
- Overtime
Experience:
- Customer Service: 1 year (required)
Language:
- any other languages (required)
Licence/Certification:
- work permit (required)
Work Location: In person
Application deadline: 11/07/2023
Reference ID: Receptionist
Expected start date: 01/08/2023
