Job responsibilities
Job Summary:
To oversee, supervise and ensure that the practice reception runs
smoothly and that patient queries and needs are met in a timely, courteous and
efficient manner.
Provide effective leadership to the reception team.
Sharing duties and workload at the reception desk as and when required
To undertake specific administrative duties as required by the practice
and outlined below
To proactively meet both practice current
as well as future needs, which occur as a result of changes within and as
required by the NHS
To comply with all NHS processes and procedures as required by the
practice and NHS Lambeth.
The post holder will be fully supported in their role by the Partners,
Practice and Assistant Practice Manager.
Primary Responsibilities
The post holder
will supervise the reception team, waiting areas, the overall smooth running of
the clinics and administrative functions in relation to the Reception Team,
supported by the Assistant Practice Manager.
To provide
effective leadership and offer general assistance to the Practice team and attached staff at
the practice.
To provide cross site working when required and working closely with
and liaising with the Team leader at
Pavilion and Assistant Practice Managers.
Reception Team
To oversee and ensure that the practice reception runs smoothly and
that patient queries and needs are met in a timely, courteous and efficient
manner.
Maintain a weekly staffing rota for the reception team, ensuring
adequate cover and duties are covered in the event of annual leave or unplanned
absences.
To supervise the reception team and their workload. Ensuring daily/weekly duties are completed
within specified time frame.
Supervising the performance of reception team in line with their
job/role descriptions, motivating the team, providing them with guidance and
feedback in relation to their work, with support from Assistant Practice
Manager.
Hold monthly team meetings to update the team on any relevant practice
changes, raise and deal with any issues and identify any areas to discuss with
the Assistant Practice Manager, including circulating the minutes after each
meeting.
Ensuring
adequate training and personal development of the reception team.
Support the
Assistant Practice Manager in conducting annual individual performance reviews
of direct reports with yearly review, designed to be a 2-way review of work
objectives and work behaviours/skills.
To assist with reception duties as and where required during busy
periods both face to face and via the telephone
Administration
Allocate
incoming E- Consults to appropriate staff
Manage
the practice generic email in box, ensuring all emails are actioned in a timely
manner.
Ensuring
that filing of patient notes is undertaken in an efficient manner, in line with
practice policies.
Updating the self log-in touch screen information for each day
Checking the EDIS Electronic results and ensuring that the results are
appropriately logged onto the practice computer system
Ordering and ensuring adequate stock levels of stationery related to
Clinical areas e.g. Rx/Lab forms etc
Collating and co-coordinating information returns to the Prescription
Pricing Authority
(PPA) and send completed spreadsheet to the finance partner.
Operational
Ensuring that the reception/waiting areas are kept clean, tidy and
presentable in order to ensure a positive image to patients and visitors and to
maintain health and safety standards.
Maintaining up to date notices and patient information on practice
premises.
Ensuring and checking that the MJOG system, automated text and email
messaging service designed to reduce appointment DNAs is operating effectively
and that text reminders have gone out to patients.
Assist the Assistant Practice Manager with maintenance of the practice
appointments system, including cancellations and rescheduling of appointments
and booking of locums
Assist the Assistant Practice Manager with the setting up new users on EMIS
Web
Assist the Assistant Practice Manager with practice audits relating to
appointments and repeat prescribing.
Attend practice wide
meetings, regular meetings with the Practice and Assistant Practice Manager and
external meetings as appropriate.
Following practice complaints procedures as and when required.
To ensure that any damaged or faulty medical equipment that is observed
is reported to the relevant Practice staff member and that under no
circumstances, repairs, tampering or modifying of such equipment is attempted
To work with and support the Practice Manager to ensure the practice
operates efficiently and productively.
