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Job description

Crown Street Surgery are looking to expand their workforce.

Summary of the post

To act as first point of call for patients of the practice; receiving and directing them, answering their enquiries; filing and extracting records and documents; maintenance of the appointment system; receiving and passing messages for other members of the primary care team; prescriptions as appropriate; and other general office duties.

Assisting with a variety of administrative duties including:

Scanning, Clinical Coding, Secretarial support, Other regular practice administrative functions.

Applicants must follow NHS guidelines on immunisation status (at least double jabbed).

Principal Reception Responsibilities:

1. Receiving and Directing Patients

· Receive and direct patients on arrival

· Use of computerized appointment system

· Receive and record requests for home visits as directed

· Receive, record and direct messages for all clinical members of the Practice team using the agreed methods of waiting list, email, tasks.

· Answer telephones promptly

· Deal efficiently with general enquiries from patients, explain surgery procedures, appointment system and all other procedures for obtaining services, hand out patient pack / practice leaflet as appropriate.

· Receive any other visitors to the practice and sign into the visitors’ book.

2. Preparation of Consulting Rooms

· Ensure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and re-stocking as required

· Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.

3. Operation of Telephone System

· Answer telephones promptly

· Receive and make calls as required. Divert calls and take messages as appropriate

· Ensure that system is operational at the beginning of each day and switched over to night service and that the answerphone is operational at the end of the day

4. Repeat Prescriptions

· Understand and apply practice protocol for repeat prescribing

· Print off prescription spool for the day, liasing with the duty doctor on all queries

· Sort prescription spool ready for collection

· Daily checking of prescription collection box for accuracy

5. Start and End of Day Procedures

· Open up premises at the start of the day, make all necessary preparation to receive patients

· Ensure consulting rooms are prepared in readiness for each session with correct nameplate on doors

· Restock consulting rooms after each session as required

· Ensure computer back up procedures are carried out at the end of the day

· Secure premises at the end of the day, ensure the building is totally secured, internal lights off and alarm activated

6. Patient Records

· Understand and apply practice protocol for registration of new patients

· Distribute patients records to clinical staff as required

· Scan clinical letters and results to patient records and file as necessary

7. Post

· Open post daily as received and record with date and action stamps

· Distribute post to relevant staff boxes – using post protocol

· Put all outgoing post in envelopes as required and affix stamps, take to post office at the end of the day

· Advise office secretary when stationary supplies need replenishing

· Fax correspondence as necessary and sort incoming faxes

8. New Patient Health Checks

· Ensure health questionnaire completed accurately.

· Take patients blood pressure measurement as per protocol

· Carry out urine dip test as per protocol

· Take measurements for height, weight, waist/hip ratio

· Enter data onto computerised records, using protocol to ensure all required information entered.

· Scan New patient sheet onto the patients records.

9. Sundry Administrative Duties

· Acting as chaperone for clinicians as and when required

· Carrying out any other administrative tasks as requested by clinical staff or administrative manager to assist in the day to day operation of the practice

Additionally to complete as required:

Principal Administrative/Secretarial Responsibilities

1. Patient Health Screening

· Cervical Cytology – updating records and operating recall system.

· Breast Screening – updating records and following up patients where required

· Bowel screening – updating records and following up patients where required

2. Childhood Immunisations

· Review immunisation status for under 5 patients

· Ensure quarterly targets achieved, recalling patients as required

· Submit data via Openexeter quarterly for payment claims.

3. Secretarial work for clinical staff

· Typing of referral letters and forms as dictated on “Digidictate”

· Sending off electronically all referrals to destinations or “RFS”.

· Typing of medical and legal reports.

· Chasing up referrals to ensure patients medical needs are met

· Liaising with patients, hospital, insurance companies, health agencies as required to assist patients with queries/problems

· Take minutes at practice team meetings and other adhoc meetings, type up and distribute.

· Administer requests for copies of medical records.

· Maintain invoice book and payment received for all private work

· Chase outstanding invoices relating to the point above

· Assist with sorting out IT problems with fax, photocopier, printers etc.

· Read-coding of clinical data from incoming correspondence into patient records.

· Administer appointments for fitting of “24 hour ambulatory BP machine”

· Administer appointments for monthly minor surgery clinic

· Administer booking of appointments for 8 week baby healthcare checks and post-natal checks for mothers.

4. Safeguarding and Best Practice Processes

· Follow gold standard guidance for the management and checking process for urgent 2 week cancer referrals.

· Following safeguarding best practice for the management fo Child and vulnerable adult DNA’s for hospital appointments.

·

5. GDPR and SAR Requests

· Process incoming requests for data records using BMA guidance and practice policies for releasing patient data.

6. DESP and chronic disease recall

· Process of updates and changes for the Diabetic eye screening programme database and update practice records.

· Ensure booking and management of the chronic disease registers to ensure achievement of the Ealing Standard and QOF requirements.

Special Requirements of the Post:

· An understanding, acceptance and adherence to the need for strict confidentiality.

· An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patients’ enquiries and requests

· Excellent communication skills

· Need to be understanding and polite at all times

· Attend suitable training

· Attend Practice Meetings

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 postholder 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 postholder 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 postholder will support the equality, diversity and rights of patients, carers and colleagues to include:

· Acting in a way that recognizes the importance of people’s 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-judgemental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development

· 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 postholder will strive to maintain quality within the practice, and will:

· Alert other team members to issues of quality and risk

· Asses 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 postholder 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 people’s needs for alternative methods of communication and respond accordingly.

The practice also opens for extended hour’s sessions and the post-holder may be requested to staff these sessions on a rota basis.

In the autumn, the practice will also open on two Saturday mornings for flu clinics – all staff are expected to work for one of these Saturdays.

Job Types: Part-time, Permanent

Work remotely

• No

Job Types: Full-time, Part-time, Permanent
Part-time hours: 27 per week

Salary: From £10.50 per hour

Benefits:

• Company pension
• On-site parking

Schedule:

• Monday to Friday
• Weekend availability

COVID-19 considerations:
Staff will be expected to wear PPE when needed and follow NHS Guidelines on immunisation.

Experience:

• GP Surgery: 2 years (preferred)

Work Location: In person