Job summary
North Wood Group Practice, has a vacancy for a Reception / Administrator role, which is an integral part of our fun and friendly team.
The role is front line, patient facing and critical to the smooth running of the practice and key to ensuring our patients have the best experience possible.
The role works with all other team members, which is a mixture of Doctors, Nurses, Pharmacists, Health Care Assistants, Physiotherapists, Social Prescribers and Dieticians.
The role operates through all of the opening hours of the Practice from 07:45 through to 18:45 and team members who work in this role operate a variety of shifts within these times.
Main duties of the job
The main duties of the role are helping respond to patient queries, and undertake patient actions. This includes a mixture of meeting and greeting patients in person at one of our two reception desks. It includes working in our Triage Centre, with a GP and a Pharmacist and responding to patient telephone calls and online requests.
Thereafter, there are a wide range of administrative duties that are required to be undertaken, and this includes work such as filing notes, filing clinical letters, organising laboratory results and much more patient co-ordination and administration.
About us
North Wood Group Practice
We are a nurturing practice who recognises everyone as
an individual, with their own contribution to make. We are friendly and
supportive and keep our sense of humour!
We have a long-standing history of being a true
multi-disciplinary team. Working alongside our GPs are strong Pharmacy, Nursing
and Administrative Teams. We are a medical training Practice.
Our team is cohesive and approachable. Regular meetings, training and support for all.
We
have a growing list size of 15,900 patients and are a 3 partner practice,
including a Pharmacy Partner. We are rated Good by the CQC.
We
use EMIS, AccuRx and Docman 10 and have a consistently high QOF achievement. We
are active members of the local PCN.
We
are a practice focused on work-life balance and high standards of care. A
typical clinical session for a GP will involve 15 patient appointments.
We
are a Practice working over two branches. We rotate staff through both as much
as possible, but very much operate as ONE team.
One
of our sites has new premises, with ample space and opportunity to provide holistic patient centred
care.
We also give
Access to a 24/7 Employee Assistance Programme
Tea, coffee and biscuits on us.
Celebration of birthdays and ways to say thank you!
A calendar of fun and varied events often
centred around great food
Access to car parking & cycle bays and electric charging
point
Job description
Job responsibilities
Job Summary
The purpose of the role is to
Offer 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
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of administrative support to clinical staff and other members of the Practice team
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
Duties and Responsibilities
The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Management Team, dependent on current and evolving Practice workload and staffing levels:
- Opening and locking up of Practice premises, and maintaining security in accordance with Practice protocols.
- Being proficient in the use of Practice systems: EMIS, Docman, ERS.
- Providing an in-person reception function, to always meet and greet patients in a friendly and compassionate way.
- Provide in-person reception functions, including managing clinical test request requirements, supplying patients with query responses, supplying additional information such as patient forms to support any required patient administration.
- Processing in person, digital and telephone requests for patient appointment requirements, ensuring callers are directed to the appropriate healthcare professional.
- Be a member of the call-handling.
- Be a member of the patient triage team processing patient requests via digital methods.
- Undertake all required patient administration.
- Undertake filing of patient information including digital filing of incoming clinical correspondence.
- Undertake processing and organisation of patient medical records.
- Processing and distributing incoming (and outgoing) mail.
- Taking messages and passing on information.
- Filing and retrieving paperwork.
- Processing prescriptions in accordance with Practice guidelines.
- Provide administrative support to members of the primary healthcare team to ensure appropriate Practice records are kept up to date.
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
- Providing clerical assistance to Practice team as required from time to time, including word or data processing, filing, photocopying and scanning.
- Keeping the reception area, noticeboards and leaflet dispensers tidy and free from clutter.
- Being a member of the Fire Marshall team.
- Maintaining compliance with mandatory training.
- Always having a positive, professional, and proactive approach to the role.
- Being an ambassador for the Practice and a patient advocate.
- Engage with change and development as the Practice responds to the evolving healthcare landscape and contractual requirements.
Other Tasks
Any other tasks as allocated by the Practice Management Team or Partners.
Job description
Job responsibilities
Job Summary
The purpose of the role is to
Offer 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
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of administrative support to clinical staff and other members of the Practice team
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
Duties and Responsibilities
The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Management Team, dependent on current and evolving Practice workload and staffing levels:
- Opening and locking up of Practice premises, and maintaining security in accordance with Practice protocols.
- Being proficient in the use of Practice systems: EMIS, Docman, ERS.
- Providing an in-person reception function, to always meet and greet patients in a friendly and compassionate way.
- Provide in-person reception functions, including managing clinical test request requirements, supplying patients with query responses, supplying additional information such as patient forms to support any required patient administration.
- Processing in person, digital and telephone requests for patient appointment requirements, ensuring callers are directed to the appropriate healthcare professional.
- Be a member of the call-handling.
- Be a member of the patient triage team processing patient requests via digital methods.
- Undertake all required patient administration.
- Undertake filing of patient information including digital filing of incoming clinical correspondence.
- Undertake processing and organisation of patient medical records.
- Processing and distributing incoming (and outgoing) mail.
- Taking messages and passing on information.
- Filing and retrieving paperwork.
- Processing prescriptions in accordance with Practice guidelines.
- Provide administrative support to members of the primary healthcare team to ensure appropriate Practice records are kept up to date.
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
- Providing clerical assistance to Practice team as required from time to time, including word or data processing, filing, photocopying and scanning.
- Keeping the reception area, noticeboards and leaflet dispensers tidy and free from clutter.
- Being a member of the Fire Marshall team.
- Maintaining compliance with mandatory training.
- Always having a positive, professional, and proactive approach to the role.
- Being an ambassador for the Practice and a patient advocate.
- Engage with change and development as the Practice responds to the evolving healthcare landscape and contractual requirements.
Other Tasks
Any other tasks as allocated by the Practice Management Team or Partners.
Person Specification
Qualifications
Essential
- GCSE Grace A to C in English and Maths
Desirable
Experience
Essential
- Customer Service experience
Desirable
- Experience of working in a GP Surgery
- Experience of using EMIS
- Experience of using ACCURX
- Experience of using Docman10
Interpersonal Skills
Essential
- Good interpersonal and communication skills
- Resilience
- Ability to manage difficult public facing situations in a calm manner
- Warm and empathetic approach
- Punctual
- Good initiative
- Ability to be flexible and responsive
- Ability to build rapport with different people and personalities
Person Specification
Qualifications
Essential
- GCSE Grace A to C in English and Maths
Desirable
Experience
Essential
- Customer Service experience
Desirable
- Experience of working in a GP Surgery
- Experience of using EMIS
- Experience of using ACCURX
- Experience of using Docman10
Interpersonal Skills
Essential
- Good interpersonal and communication skills
- Resilience
- Ability to manage difficult public facing situations in a calm manner
- Warm and empathetic approach
- Punctual
- Good initiative
- Ability to be flexible and responsive
- Ability to build rapport with different people and personalities
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.
