Medical Receptionist Sheringham, England
Job description
About us
Sheringham Medical Practice is a small business in Sheringham, NR26 8RT. We are rewarding and inclusive, Sheringham Medical Practice is a successful PMS practice with a list size of 9400. We have a friendly team of 5 GPs, 4 Nurse Practitioners, 3 Practice Nurses, 3 Health Care Assistants, a Phlebotomist, a Learning Disabilities Nurse and 20 Administration Assistants. We operate using SystemOne clinical software.
We are looking for a full time or part time Medical Receptionist to join our team of friendly, conscientious and patient focused receptionists.
The Practice core hours are Monday 8.00am-20.00 pm Tuesday, Thursday, Friday 8.00am-18.30pm and Wednesday 7.00am -18:30pm. We offer 5 weeks, 2 days annual leave plus bank holidays pro-rata. Staff car parking is available at the practice. The rate of pay will be dependent on experience.
This role is extremely varied - helping to assist patients over the telephone with queries and booking appointments and those patients who present at the practice. Dealing with prescriptions and answering queries and requests from our website and emails. Helping patients who are housebound and working with our colleagues in Community Nursing, Paramedics and the local hospitals. Working collaboratively with the general practice team to meet the needs of patients, supporting the delivery of policy and procedures in line with local and national guidance.
The post holder is responsible to provide a high quality, professional reception and administrative service to patients, doctors, nurses, staff, colleagues, health service professionals and others. The Medical Receptionist is the first point of contact for patients and the general public so it is essential that they present a professional and caring image of the practice and maintain strict confidentiality at all times. To ensure that enquiries from patients are efficiently and courteously handled to the mutual satisfaction of the partners and patients.
All staff must follow the professional codes of practice. This means that they must make every effort to protect confidentiality. It also means that no identifiable information about a patient is passed to anyone or any agency without the express permission of that patient. A breach of confidentiality will result in dismissal.
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Medical Receptionist Code of Conduct
As a Medical Receptionist at Sheringham Medical Practice you must
Be accountable by making sure you can answer for your actions or omissions.
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 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-judgmental and respects their circumstances, feelings priorities, and rights.
Work in collaboration with your colleagues to ensure the delivery of high quality, safe and compassionate healthcare, care and support.
Communicate in an open and effective way to promote the health, safety and wellbeing of people who use health and care services and their carers.
Respect a person’s right to confidentiality.
Strive to improve the quality of healthcare, care and support through continuing professional development.
Uphold and promote equality, diversity and inclusion.
Planning and Organisation of Work
The post-holder’s work is determined by the requirements of the Practice, GP Partners, the Managers and the patients.
The Reception Team Coordinator provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Reception Team Coordinator. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Reception Team Coordinator. The Post-holder’s work is formally reviewed by annual appraisal.
The post-holder 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.
General
To work within the guidelines and policies of the Practice
To ensure that statutory requirements are met at all times and to implement practice policy as directed by the management team.
To ensure that safe systems of work are practiced and that the agreed health and safety policies are carried out.
To be aware of the responsibility of every employee to have regard for safety for him or herself and others at work within the health and safety at work act
To be conversant to with the practice fire regulations
Training requirements will be monitored by yearly appraisal.
Personal development will be encouraged and supported by the Practice. It is the individuals’ responsibility to remain up to date with recent developments within the practice and the NHS.
Quality Of Practice
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
Reception
Prepare premises punctually in the morning
Ensure you are properly logged on to the computer system under the correct user names and passwords.
Answer the telephone courteously and efficiently, taking and recording messages accurately ensuring calls are documented in the Systemone computer system and signposted accordingly according to the patient services protocol
To receive patients and other members of the public in person and by telephone politely.
All staff are expected to comply with local policy and protocol including the Staff Core Values.
Ensure patients are correctly checked in for their appointment and educate patients in the use of the self-check in system.
Ensure all entries to the appointment screen of the systemone are accurate.
Ensure all tasks are recorded on the systemone computer system.
Confirm and or amend patient appointments for practice based appointments or clinics.
Ensure all mail is opened, and distributed to the data entry team to be processed
Ensure an adequate supply of stationary and other routine documents are available in the reception.
Undertake administrative tasks as requested
Ensure the reception area is clean, tidy and presentable at all times.
Responsible for end of day check, lock and secure premises at night as and when directed, checking that the telephone system has transferred correctly to the Out of Hours service, providing emergency dispensing.
Report to the appropriate Manager any matter affecting patient confidentiality, safety or security
Providing patients with test results reported on by a clinician
Repeat Prescribing System
Processing repeat prescriptions issued by the dispensary
Report any problems to the dispensary Lead.
KEY ROLE – SECRETARIAL
Manage updates regarding proforma’s, prior approval forms and any other changes concerning secretarial team
Provide a PA Role for the GP’s and a co-ordinating role for the clinical team, dealing with internal and external queries effectively, drafting replies, taking and acting upon messages. Providing and receiving information which may require tact or persuasive skills as there may be barriers to understanding
Gather information and resources together in preparation for GP meetings
Respond appropriately to contentious, sensitive and difficult enquiries to ensure a satisfactory conclusion.
Receive incoming correspondence, taking action as appropriate.
To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with queries appropriately
To make appointments, admissions and bookings as required
To deal with any referral queries, from a patient or the Referral Management Service in a timely and professional manner
To upload patient referrals electronically in a timely fashion so that the patient receives their hospital appointment promptly
To accurately, and in a professional manner, provide patients with their test results
Ensure that the electronic and written visit book is kept up to date throughout the day
Make sure that patient medical summaries are available for the clinician before they leave to attend a home visit
Administration of secretary emails
Using Lexacom applications produce accurate, high quality typewritten material such as clinic letters and general correspondence. Regularly using complex and sensitive medical terminology from audio transcription, shorthand, handwritten correspondence, self-generated correspondence or from an outline of what is required, some of which may be dictated but not signed.
Gather information and resources together in preparation for GP meetings
Minute taker for all practice meetings
Premises
Ensure the waiting room for patients is kept clean and tidy.
Ensure all consultation rooms are regularly stocked
Ensure all toilet areas are checked on a regular basis
Ensure the Staff Kitchen is kept clean and tidy.
Flexible Working
Working flexible hours will be necessary to ensure the smooth running of the practice in the event of a team member being absent or on annual leave.
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 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
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 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 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
Contribution to the Implementation of Services
The post-holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
Working Conditions
Occasional exposure to body fluids, blood, wounds, fleas and lice.
Occasional exposure to aggressive behaviour
Frequent use of VDU equipment.
Data Protection Act
·All members of staff are bound by requirements of the Data protection Act 1998 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.
Health & 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 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
Safeguarding
Follow safeguarding children and child protection policies and guidelines and
Undertake appropriate mandatory training and updates in safeguarding children/child protection.
By Sheringham Medical Policies in relation to Safeguarding Adults, staff will ensure that they work with other agencies to protect all adults from abuse at any time.
Equality & Diversity
The post-holder 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-judgmental and respects their circumstances, feelings priorities and rights.
Job Types: Full-time, Part-time, Permanent
Part-time hours: 37 per week
Salary: £9.50-£10.56 per hour
Benefits:
- Company pension
- On-site parking
Schedule:
- Monday to Friday
Experience:
- Administration: 1 year (required)
Work Location: One location
Application deadline: 03/03/2023
Reference ID: Medical Receptionist
