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Job description

We are looking for an enthusiastic and self-motivated Surgery Receptionist/Administrator to join our established, friendly general practice team.

Please note we are not located in Sudbury, we are located in Clare, Suffolk, CO10 8NY

Our patients depend on us, so candidates need to be reliable in attendance and punctuality, and have an accurate and thorough approach to work.

Candidates must have excellent communication skills, a clear pleasant telephone manner, be able to work under pressure within a fast pace environment and be IT literate.

The position is for 20-25 hours per week, working shifts between the hours of 8am-7pm

Candidates will be expected to cover other colleagues annual leave

Rate of pay is depending on experience

Previous experience in a medical Reception role is desirable, however full training is available for the right candidate.

Previous applicants need not apply.

JOB TITLE: RECEPTIONIST/ADMINISTRATOR

REPORTS TO: PRACTICE SUPPORT MANAGER

RESPONSIBLE TO: PRACTICE MANAGER

ACCOUNTABLE TO: PARTNERS

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Provide administrative support and services to all members of the practice team.

Main duties

• Greet patients and visitors to the practice, respond and/or redirect accordingly.
• Book in, amend and cancel patient appointment in line with practice appointments procedures ensuing optimum efficiency of the appointment system.
• Ensure that patients without appointments but who need 'urgent consultations’ are booked into appropriate slots and referred to a GP where necessary.
• Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice’s protocols. Print off home visit summary sheets.
• Ensure computerised appointment system is up-to-date.
• Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.
• Set-up of new patients onto the computer system.
• Advise patients of relevant charges for private services, accept payment and issue receipts for same.
• Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions – when required
• Ensure correspondence, reports, results etc. are filed electronically in correct patient record.
• Ensure reception and waiting areas are kept neat and tidy
• Re-stocking of information leaflets/ registration and information packs, as appropriate
• Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.
• Undertake administration tasks as allocated on rota organised by line manager.
• Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
• Check emails on a daily basis.
• Regularly check and action messages on clinical system
• Amalgamation of new patient records.
• Check fridge daily for lab specimens for courier collection
• Send urgent referral forms to hospitals etc. when required
• Ensure all items from Dr fridges are removed each evening
• Action daily tasks from the reception duty check list
• This job description is not exhaustive and may be adjusted periodically after review and consultation.
• You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
• Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

Equipment and Machinery

• Personal Computer system including internet activity which is utilised as a means of communication both internally and externally
• To manage and record patient appointments, registering new patients data, accessing patient data as necessary and when undertaking audits
• Photocopying machines.
• The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practice’s Clinical System

Assignment of work

• The post-holder’s work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.
• The Practice Management Team provides immediate line-management for the post-holder. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Manager. The Post-holder’s work is formally reviewed by annual appraisal by their line manager.
• 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.

Decisions and judgements

The post-holder is required to use her/his own initiative 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 GPs and Practice Management Team
• 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 of or requests for information received from patients and other external organisations.

Most Challenging part of the Job

• Managing the many conflicting priorities that the post requires
• Ensuring practice protocols are followed for the prioritisation of work.
• Providing and maintaining a professional and effective dialogue with patients.

Communication and relationships

• Internally with the GPs, Practice Management Team and colleagues to help ensure that practice aims and objectives are met.
• 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.
• Externally with patients registered at the Practice.

Physical, Mental, Emotional and Environmental demands of the Job

• The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task.
• The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
• The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
• The post-holder is often required to work independently of others and to be self-determined.
• The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.

Knowledge training and experience required to do the job

• The post-holder must be understanding and approachable to patients and able to respond to patient requests
• The post-holder is required to have well-developed keyboard skills.
• The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines.
• The post-holder must clearly understand the importance of maintaining patient and data confidentiality
• Educated to GCSE level or equivalent
• Has good Microsoft Excel and Word knowledge
• Is willing to undertake further training as required and agreed

Job Type: Part-time
Part-time hours: 20-25 per week

Salary: From £10.42 per hour

Benefits:

• Company pension
• Store discount

Schedule:

• Monday to Friday

Work Location: In person