Job responsibilities
Key Responsibilities
Manage
a busy reception and reception staff
Produce
staff rotas, organise, and participate in sickness and holiday cover.
Support
administrative staff, providing cover during staff absences.
Action
incoming emails and correspondence as necessary
Complete
opening and closing procedures in accordance with the duty rota
As
required, support the prescriptions team in the management of repeat
prescriptions, ensuring they are processed accurately and efficiently.
Add Clinic sessions to SystmOne when Operation
Manager is not available
Training
and induction of all new staff and identify ongoing training needs and provide
training when required.
Support
reception staff development, provide guidance and direction, ensuring staff are
up to date with mandatory training.
Support
the Operations Manager with all Patient Participation Group related matters.
Brief
and welcome locums on arrival and provide support.
Responsible
for reporting deaths, following the deaths protocol.
Responsible
for maternity discharges and in turn booking 8-week baby checks, sending
letters to new mothers.
Support
the health promotion lead and display promotional material on the allocated
notice boards and in the waiting room.
Partake
in audits as directed by the audit lead.
Further Responsibilities
The following are the core responsibilities of
the Reception Team including the Reception Team Leader. There may be, on occasion, a requirement to
carry out other tasks. This will be dependent upon factors such as workload and
staffing levels:
Maintain
and monitor the practice appointment system.
Signpost
patients via telephone, F2F or online consultation to the correct service using
the care navigation tool.
Initiating
contact with and responding to requests from patients, team members and
external agencies
Clinically
code data on Sysmone
Data
entry of new and temporary registrations and relevant patient information as required.
Input
data into patients healthcare records as necessary.
Direct
requests for information, i.e. SARs, insurance/solicitors letters and DVLA
forms to the administrative team
Manage
all queries as necessary in an efficient manner.
Maintain
a clean, tidy, effective working area at all times.
Monitor
and maintain the reception area and notice boards.
Support
all clinical staff with general tasks as requested.
Generic Responsibilities
All
staff at Folly Lane Medical Centre have a duty to conform to the following-
Equality,
Diversity and Inclusion
A
good attitude and positive action towards Equality Diversity
& Inclusion
(ED&I) creates an environment where all individuals can achieve their full
potential. Creating such an environment is important for three reasons it
improves operational effectiveness, it is morally the right thing to do, and it
is required by law.
Patients
and their families have the right to be treated fairly and be routinely
involved in decisions about their treatment and care. They can expect to be
treated with dignity and respect and will not be discriminated against on any
grounds including age, disability, gender reassignment, marriage and civil
partnership, pregnancy and maternity, race, religion or belief, sex or sexual
orientation.
Patients
have a responsibility to treat other patients and our staff with dignity and
respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an environment
where diversity is valued, and equality of opportunity is promoted. Staff will
not be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership,
pregnancy
and maternity, race, religion or belief, sex or sexual orientation. Staff have
a responsibility to ensure that they treat our patients and their colleagues
with dignity and respect.
Safety,
Health, Environment and Fire (SHEF)
This
organisation is committed to supporting and promoting opportunities for staff
to maintain their health, wellbeing and safety.
The
post holder is to manage and assess risk within the areas of responsibility,
ensuring adequate measures are in place to protect staff and patients and monitor
work areas and practices to ensure they are safe and free from hazards and
conform to health, safety and security legislation, policies, procedures and
guidelines.
All
personnel have a duty to take reasonable care of health and safety at work for
themselves, their team and others and to cooperate with employers to ensure
compliance with health and safety requirements.
All
personnel are to comply with the-
Health and Safety at Work Act 1974
Environmental Protection Act 1990
Environment Act 1995
Fire Precautions (workplace) Regulations
1999
Coronavirus Act 2020
Other
statutory legislation which may be brought to the post holders attention
Confidentiality
The
organisation is committed to maintaining an outstanding confidential service.
Patients entrust and permit us to collect and retain sensitive information
relating to their health and other matters pertaining to their care. They do so
in confidence and have a right to expect all staff will respect their privacy
and maintain confidentiality.
It
is essential that, if the legal requirements are to be met and the trust of our
patients is to be retained, all staff must protect patient information and
provide a confidential service.
Quality
and Continuous Improvement (CI)
To
preserve and improve the quality of this organisations outputs, all personnel
are required to think not only of what they do but how they achieve it. By
continually re-examining our processes, we will be able to develop and improve
the overall effectiveness of the way we work.
The
responsibility for this rests with everyone working within the organisation to
look for opportunities to improve quality and share good practice and to
discuss, highlight and work with the team to create opportunities to improve
patient care.
Folly
Lane Medical Centre continually strives to improve work processes which deliver
healthcare with improved results across all areas of our service provision. We
promote a culture of continuous improvement where everyone counts, and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Staff
should interpret national strategies and policies into local implementation
strategies that are aligned to the values and culture of general practice.
All
staff are to contribute to investigations and root cause analyses whilst
participating in serious incident investigations and multidisciplinary case
reviews.
Induction
At
Folly Lane Medical Centre you will be required to complete the induction
programme and the practice management team will support you throughout the
process.
Learning
and development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and competence
to perform their role. All staff will be required to partake in, and complete
mandatory training as directed by Reception Team Leader. It is an expectation for this post holder to
assess their own learning needs and undertake learning as appropriate
The
post holder will undertake mentorship for team members and disseminate learning
and information gained to other team members to share good practice and inform
others about current and future developments (e.g., courses and conferences).
The
post holder will provide an educational role to patients, carers, families and
colleagues in an environment that facilitates learning.
Collaborative
working
All
staff are to recognise the significance of collaborative work and understand
their own role and scope and identify how this may develop over time. Staff are
to prioritise their own workload and ensure effective time-management
strategies are embedded within the culture of the team.
Teamwork
is essential in multidisciplinary environments and the post holder is to work
as an effective and responsible team member, supporting others and exploring
the mechanisms to develop new ways of working and working effectively with
others to clearly define values, direction and policies impacting upon care
delivery
Effective
communication is essential, and all staff must ensure they communicate in a
manner which enables the sharing of information in an appropriate manner.
All
staff should delegate clearly and appropriately, adopting the principles of
safe practice and assessment of competence. Plans and outcomes by which to
measure success should be agreed.
Managing
information
All
staff should use technology and appropriate software as an aid to management in
the planning, implementation and monitoring of care and presenting and
communicating information.
Data
should be reviewed and processed using accurate read codes to ensure
easy and accurate information retrieval for monitoring and audit processes.
Service
delivery
Staff
will be given detailed information during the induction process regarding
policy and procedure. The post holder must adhere to the information contained
within the organisations policies and regional directives, ensuring protocols
are always adhered to.
Security
The
security of the organisation is the responsibility of all personnel. The post
holder must ensure they always remain vigilant and report any suspicious
activity immediately to their line manager.
Under
no circumstances are staff to share the codes for the door locks with anyone
and are to ensure that restricted areas remain effectively secured. Likewise,
password controls are to be maintained and are not to be shared.
Professional
conduct
All
staff are required to dress appropriately for their role.
