Medical Receptionist Ballymena, Northern Ireland
Job description
BRAID FAMILY PRACTICE
Medical Receptionist Post
Post: Medical Receptionist / Administrator
Hours: Hours available between 8:30am – 6pm Monday to Friday. Availability to be discussed at interview. Flexibility required as some evenings and weekends may be necessary at particular times of the year. Advanced notice will be given.
Salary: Competitive – dependent upon experience
Medical Receptionist / Administrator required for progressive Family Medical Practice.
This is an exciting opportunity to join a highly skilled administrative team in modern office environment.
The ideal candidate will be driven, use initiative, work well within our practice team and deliver a high standard of customer service.
Experience is preferred, particularly in regards to medical coding and clinical system searches. There will be considerable training and development opportunities within the practice, particularly regarding care navigation and workflow optimisation.
ESSENTIAL CRITERIA
6 GCSEs or equivalent, Grades A-C, to include English & Maths *detail on c.v.
2 years administrative experience in a medical environment, preferably in General Practice
DESIRABLE CRITERIA
Detailed experience and knowledge of coding clinical data
Competence in data extraction from clinical system (EMIS Web)
IT qualification or demonstrable skills using microsoft office suite (particularly excel, word and powerpoint) and Windows.
MAIN DUTIES AND RESPONSIBILITIES
1.Greet patients and visitors to the practice in a friendly, welcoming and professional manner.
2. Book in, amend and cancel patient appointments in line with practice appointments procedures, ensuing optimum efficiency of the appointment system and safety of the patient.
3. Ensure that patients who need 'urgent consultations’ are seen in a logical and non-disruptive manner, as per practice protocol.
4. Receive and accurately record requests for home visits, appointments and telephone call-backs, assessing urgency in accordance with practice protocols.
5. Schedule surgeries and clinics on the computerised appointment system, ensuring they are kept up-to-date.
6. Respond to or redirect all patient and visitor requests accordingly.
7. Explain practice arrangements and formal requirements to new patients and temporary residents, ensuring procedures are completed.
8. Set-up new patients on the computer system & remove patients as required.
9. Obtain revenue by recording and updating financial information; recording and collecting relevant patient charges (ensuring patients are fully informed and given receipts for same where direct payment received).
10. Produce repeat prescriptions according to practice procedures and ensure timely and accurate distribution of completed prescriptions.
11. Ensure correspondence, reports, results etc. are filed electronically in correct patient record.
12. Ensure full and accurate notes of dealings with patients / their representatives / correspondence is updated in the patients’ medical record, as per practice policy, without exception.
13. Read code data entry
14. Answering incoming telephone calls, as per practice protocols, ensuring calls are documented and redirected accordingly.
15. Undertake administration tasks as allocated by senior administrator in addition to daily rota duties.
16. Preparing reports, audits or any other task requested by Management.
17. Ensure up-to-date maintenance of both computerised and manual filing systems.
18. Work through task list on a daily basis, prioritising urgent requests and ensuring effective and thorough communication.
19. Specific duties as deemed appropriate by management e.g manage disease group appointment recall.
20. Arranging Sessional Cover at the direction of Management.
21. Be flexible to; accommodate additional clinics, seasonal clinics outside of normal working hours, attend training or meetings outside of normal working hours or to cover colleagues in event of sick leave, annual leave etc.
22. Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
23. Take responsibility for ensuring the environment (including administration areas, corridors, reception and storage areas) is kept clean and tidy; items are stored correctly and safely, taking into consideration at all times safety of self, colleagues and patients in addition to the appearance of the practice; with a view to creating a safe and pleasant working environment in addition to creating a good impression to visitors.
24. Responding to appointment and other requests from patients whilst ensuring patient safety at all times and problem solving effectively to give an exceptional level of customer service.
25. Liaise with appropriate service providers, as required, such as EMIS, Apollo, HSCB etc., to ensure any PC faults are dealt with in a timely manner, to ensure programs run effectively to protect patient data.
26. Maintain business office inventory, and equipment (clinical & non-clinical items) by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
27. Contribute to team effort by accomplishing related results and objectives of the business.
28. Maintaining operations by following policies and procedures: reporting any changes required in a timely and appropriate manner.
29. Ensure compliance with the Data Protection Act 1998, never risking confidentiality of any patient, for any reason, using own judgement effectively and taking advice when required.
30. Comply with GDPR Legislation, follow and monitor practice protocols and ensure adherence to the key principles.
31. Comply with practice protocols in relation to COVID-19.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated, as experience develops or to facilitate the changing needs and overall business objectives of the practice, as determined by the GP Partners, Practice Manager or Senior Administrator.
EQUIPMENT, MACHINERY & SYSTEMS
1. Personal Computer system including e-mail and internet activity which are utilised as a means of communication both internally and externally.
2. Practice Clinical System (Emis Web) to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary.
3. Fax and photocopying machines.
4. The Receptionist is responsible for, in concert with others, maintaining the accuracy of the Practice’s Clinical System (Emis Web).
5. Extraction of data from the clinical system using search reporting tools.
6. Updating the practice website when required by management
ASSIGNMENT OF WORK
The Receptionist’s work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager.
The Senior Receptionist provides immediate line-management for the Receptionist. However, the Receptionist is expected to be self-directed and self-motivated, using their own initiative and requiring minimum input from the Practice Manager. The Receptionist’s work is formally reviewed by annual appraisal.
The Receptionist must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
DECISIONS & JUDGEMENTS
The Receptionist is required to use her/his own initiative effectively when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
- Establishing and maintaining effective lines of communication with the patients, all other staff, GPs and Practice Manager.
- Communicating clearly and effectively with staff to aid the smooth running of the practice.
- Responding to requests or queries for support as they arise in an appropriate and timely manner.
- Prioritising workload and requests for support.
- Making the most effective use of resources available.
- Using judgement and experience in helping to determine the relevant urgency and appropriateness of requests for information received from patients and other external organisations.
- Following practice policies and procedures, written and unwritten, to ensure the safety of patients and reputation of the practice.
- Taking responsibility for errors / mistakes and maintaining the utmost integrity.
- Taking individual responsibility, along with other relevant colleagues, where systems or service is failing to meet the required standard and actively working to improve standards to where they should be.
- Always consider data protection and use initiative and judgement to ensure risk never taken with confidential information.
COMMUNICATION & RELATIONSHIPS
1. Internally with the GP Partners, Practice Manager and colleagues to help ensure that the Practice’s aims and objectives are met.
2. Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.
3. Externally with patients registered at the Practice.
4. Maintaining the highest level of confidentiality on all practice matters, representing the practice at all times in a professional manner and ensuring no practice matters are discussed outside of the practice.
FURTHER SKILLS
1.Staff are required to have keen hand/eye co-ordination to undertake his/her primary task.
2. Staff are required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
3. Staff are required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
4. Staff must be able to work independently of others and to be self-determined where appropriate.
5. Staff must be able to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.
EDUCATION & TRAINING
Necessary training will be provided to all staff, as made available by the HSCB or where need is identified by the practice or where funding opportunity arises. Staff may wish to request to go on a particular, formal course as relevant to their role. The practice plans to upskill all current and new staff to meet changing needs of the business. Training needs will be discussed at performance appraisal/review.
CLOSING DATE: 5pm on 22nd June 2023
Job Type: Permanent
Salary: From £11.50 per hour
Benefits:
- Company pension
Schedule:
- Monday to Friday
- Weekend availability
Ability to commute/relocate:
- Ballymena, BT43 6HB: reliably commute or plan to relocate before starting work (required)
Application question(s):
- What is your ideal number of hours per week?
- What is the minimum number of hours you can work per week?
- What is your maximum number of hours you can work per week?
Education:
- GCSE or equivalent (required)
Experience:
- Medical Receptionist: 1 year (required)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
Application deadline: 22/06/2023
Reference ID: BRAIDFP1
