Job summary
This is a unique opportunity to work in the
beautiful rural setting of Middleton-in-Teesdale.
We are looking for an Administrator to join our small, friendly team at the Old Forge Surgery.
We are a rural dispensing practice in the
heart of Middleton-in-Teesdale, caring for 2700 patients; of which we dispense
to around 50%. We are a GP training
practice and as such are committed to supporting and developing our
colleagues.
Ideally, the successful candidate will be an
experienced Administrator with time spent in General Practice, however, full training will be provided. We are looking for a candidate to be a motivated team
player, enthusiastic, with excellent communication and time management skills.
Main duties of the job
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.
- Answer the telephone promptly and deal with enquiries in a helpful and courteous manner
- Maintain confidentiality regarding patients and staff.
- Book, cancel, amend patients' appointments.
- Monitor the practice email inbox.
- Maintain a good relationship with internal and external stakeholders.
- Have an overview of the demands and workflow of the Practice during the working day.
- Arrange appointments for patient reviews as part of QOF management.
- Register new patients
- Deal with internal / external post
- Patient engagement: proactively inform patients of benefits for signing up to the online services where patients can book appointments, order repeat prescription, and view their medical record.
- Effectively signpost patients to services appropriate to their needs.
- Scan and action the clinical correspondence as per instruction.
- Process repeat prescriptions received in person, and via systems.
- Filing and pulling of patient medical records.
- Process deductions.
About us
We are a rural dispensing practice in the heart of Middleton-in-Teesdale, caring for 2700 patients; of which we dispense to around 50%. We are a GP training practice and as such are committed to supporting and developing our colleagues.
Job description
Job responsibilities
Job Summary Receptionist / Administrator
The post holder will 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.
Principal Duties and areas of Responsibility
Administration
- To have a thorough knowledge of all practice procedures.
- To work in accordance of written protocols
- Fax and photocopy as requested
- Inputting data onto SystmOne system as required
- Reviewing correspondence via clinical system
- Code and file or forward for action incoming clinical correspondence for patients following strict policies.
Reception
- Receiving patients consulting with members of practice team
- Handing completed repeat prescriptions to patient and checking names and address.
- Be able to cover all reception position as necessary
- Using electronic prescription service for inputting repeat prescription requests.
- Dealing with patient queries on the telephone and in person
Appointments
- Process appointment requests for same day and future appointments from patients by telephone and in person.
- Deal with visits requests
- Directing patients to the most suitable clinician for their needs to reduce internal and external referrals and unnecessary appointments.
Computer
- Registrations of new patients computer data entry and medical records.
- Process patients change of address or other details computer data and medical records (have knowledge of practice area).
- Process repeat prescription request in accordance with practice guidelines
- Actioning tasks and ensuring record of all tasks undertaken is input on the computer system to facilitate audit trails
- Scanning of documents onto Clinical system and processing incoming electronic mail as appropriate
- Telephone
- Have working knowledge of telephone, during and after hours.
Other Tasks
- Ensure building security have thorough knowledge of doors/windows/alarm.
- Any other tasks allocated by managers
- Liaise with Office Manager to order new stock as required for consulting rooms.
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
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, the Practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
Equality and 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 peoples 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.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- 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 teams 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 peoples 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
In addition to the above duties and responsibilities, the post holder must be prepared to undertake such additional duties which may result from changing circumstances, but which may not of necessity change the general character or level of responsibility of the post.
Job description
Job responsibilities
Job Summary Receptionist / Administrator
The post holder will 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.
Principal Duties and areas of Responsibility
Administration
- To have a thorough knowledge of all practice procedures.
- To work in accordance of written protocols
- Fax and photocopy as requested
- Inputting data onto SystmOne system as required
- Reviewing correspondence via clinical system
- Code and file or forward for action incoming clinical correspondence for patients following strict policies.
Reception
- Receiving patients consulting with members of practice team
- Handing completed repeat prescriptions to patient and checking names and address.
- Be able to cover all reception position as necessary
- Using electronic prescription service for inputting repeat prescription requests.
- Dealing with patient queries on the telephone and in person
Appointments
- Process appointment requests for same day and future appointments from patients by telephone and in person.
- Deal with visits requests
- Directing patients to the most suitable clinician for their needs to reduce internal and external referrals and unnecessary appointments.
Computer
- Registrations of new patients computer data entry and medical records.
- Process patients change of address or other details computer data and medical records (have knowledge of practice area).
- Process repeat prescription request in accordance with practice guidelines
- Actioning tasks and ensuring record of all tasks undertaken is input on the computer system to facilitate audit trails
- Scanning of documents onto Clinical system and processing incoming electronic mail as appropriate
- Telephone
- Have working knowledge of telephone, during and after hours.
Other Tasks
- Ensure building security have thorough knowledge of doors/windows/alarm.
- Any other tasks allocated by managers
- Liaise with Office Manager to order new stock as required for consulting rooms.
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
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, the Practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
Equality and 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 peoples 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.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- 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 teams 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 peoples 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
In addition to the above duties and responsibilities, the post holder must be prepared to undertake such additional duties which may result from changing circumstances, but which may not of necessity change the general character or level of responsibility of the post.
Person Specification
Skills
Essential
- Good communication skills (written and oral).
- Strong IT skills.
- Effective time management.
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Problem solving and analytical skills.
- Ability to follow policy and procedure.
Experience
Desirable
- Experience of administrative duties.
- Experience of working with the general public.
- Experience of working in a GP Practice.
- Experience of working in primary care.
Person Specification
Skills
Essential
- Good communication skills (written and oral).
- Strong IT skills.
- Effective time management.
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Problem solving and analytical skills.
- Ability to follow policy and procedure.
Experience
Desirable
- Experience of administrative duties.
- Experience of working with the general public.
- Experience of working in a GP Practice.
- Experience of working in primary care.
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.
