GP Practice Receptionist

Job description

Job responsibilities

• Receiving patients, consulting with members of practice team

• Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional

• Register new patients, checking all details for accuracy and enter on computer registration link

• Taking messages and passing on information

• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

• Processing and distributing paper correspondence received into practice

• Process outgoing mail taking to post office/ post box

• Filing and retrieving paperwork

• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning

• Keeping the reception area, notice boards, leaflet etc. tidy and presentable

• Cover sickness/annual leave and work reasonable overtime when required

• Perform any other relevant and reasonable duties that may be requested by the Practice Manager, Operations Manager or partners

• Undertake statutory and mandatory training as required

• To make appointments, bookings and admissions as required

• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure

• File patient records and correspondence in patient medical records

• To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries

• To assist with the gathering of information re QOF, Audits, Enhanced service data when required

• Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible

• Scan patient-related documents onto their medical record using read codes as agreed by the clinical team

• Add any additional information about the source of the document

• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information

• Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale

• Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures

• Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical records

• Monitor effectiveness of the system and report any problems or variations required

• Deal with home visit requests, carefully noting all details

• Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to

• Ensure correspondence, reports, results, etc., are filed in correct record

• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

• Processing repeat prescriptions in accordance with practice guidelines

• Handing completed repeat prescriptions to patient and checking names and address

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times

• Maintain an awareness of the Freedom of Information Act

• 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

• The post-holder will manage their own and others health & safety and infection control as defined in the Practices Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures

• Comply with Practice health & safety policies by following agreed safe working procedures

• Actively report health & safety hazards and infection hazards immediately

• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.

• Undertaking periodic infection control training (minimum annually)

• Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.

• Reporting incidents using the organisations Incident Reporting System

• Making effective use of training to update knowledge and skills

Please see the attached Job Description for further details.

Person Specification

Qualifications

Essential

• Good standard of education.

Desirable

• Relevant experience.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Stillington Surgery

Address

North Back Lane

Stillington

York

YO61 1LL

Employer's website

https://www.stillingtonsurgery.co.uk (Opens in a new tab)