Job summary
Carisbrooke Surgery has an exciting opportunity for a medical receptionist to join our friendly GP practice team. The vacancy is for 30 hours per week, working Monday 8.00am-6.00pm, Wednesday and Thursday 8.00am - 1.30pm and Friday 8.00am - 6.00pm.
The successful candidate will need to demonstrate good interpersonal, organisational and IT skills. Be a team player who is adaptable, motivated and with a willingness to learn.
We are a busy training practice delivering care to over 8500 patients at our new modern, air conditioned, purpose-built premises in St Leonards-on-Sea.
The practice core hours are Monday to Friday 8.00am - 6.00pm with Saturday duties on a voluntary/rota basis.
Main duties of the job
Your role as a Medical Receptionist/Administrator in our team will require you to be the face of the practice. You will work in a fast-paced environment manning the reception desk, answering the telephones, processing prescriptions, dealing with queries or carrying out administrative tasks.
Key responsibilities include:
There may be occasions when you will be required to cover staff holidays or sickness.
About us
The practice team consists of 4 partners, 1 salaried GP, 4 Practice Nurses, 2 Health Care Assistant's, a phlebotomist, clinical pharmacist, pharmacy technician and in-house physiotherapists. We also have a non-clinical team of 20 which includes managers, receptionists, administrators and secretaries.
The role can be challenging, but has its rewards. Our supportive and friendly practice team work hard together to ensure the best care for our patients.
We are a member of both the Hastings and St Leonards Primary Care Network and Integrated Family Healthcare GP Federation.
Job description
Job responsibilities
Carisbrooke Surgery
Job Description
JOB TITLE: Medical Receptionist/Administrator
REPORTS TO: Practice
Manager and Partners
HOURS PER WEEK: TBC
Job Summary:
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
Duties and
Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures.
- To work in accordance of written protocols
- Photocopy as requested
- Ensure courier takes all documentation and
samples at the appropriate time
- Open and distribute incoming mail
Reception
- Ensure an effective and efficient reception
service is provided to patients any other visitors to the practice
- Deal with all general enquiries, explain
procedures and make new and follow-up appointments
- Using your own judgement and communication
skills ensure that patients with no prior appointment but who need urgent
consultation are seen in a logical and non-disruptive manner
- Explain practice arrangements and formal
requirements to new patients and those seeking temporary cover and ensure
procedures are completed
- Handing completed repeat prescriptions to
patient and checking names and address.
- Be able to cover all reception position as
necessary
Appointments
Receive appointees in reception area and check names off
surgery lists, noting any discrepancies so that patients may be dealt with
concerning registration on arrival for the appointment.
Make new or follow up appointments with Doctors and Nurses.
Reception and routing of patients on arrival
Handling general enquiries
Explaining surgery procedures.
Ensuring that records of casual attenders are available to the
Doctor when patient is seen.
- Enter requests for home visits into the visit
book, ensuring careful recording of all relevant details and where
necessary refer to Duty Doctor
Medical
Record Envelopes/Repeat Prescription Records/Temporary Resident Forms/ Deceased
book.
Prescriptions
Registrations
Forms
Computer
- Registrations of new patients computer data
entry and medical records.
- Process patients change of address computer
data and medical records (have knowledge of Practice area.
- Ensure the changing of back-up tapes in line
with the Practices Standard Operating Policies.
Telephone
Ensure that you are at your desk ready for when the calls
are switched over from IC24 at 8.30am until they are switched back over to IC24
at 6.00pm.
Answer all incoming calls promptly taking and passing on
messages accurately and referring calls to the appropriate person. Deal with subsequent enquiries.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring
accuracy of detail and prompt appropriate delivery
- Have working knowledge of telephone/bleep
system, during and after hours.
Mail
Be responsible for distribution, action, and/or response
where indicated in your capacity, including accurate filing of letters and results.
Visits
Deal with requests for home visits, record relevant details and compile
visiting list for Doctors.
Ensure that all follow-ups are recorded.
Reception
Area
Leave the reception area tidy and ready for incoming
colleagues
Make sure all data is locked in the cupboard overnight.
Maintain stationery supplies.
Waiting Room
Other Tasks
- Open up premises at the start of the day when
first to arrive, de-activate alarm and make all the necessary preparations
to receive patients
- Ensure all Health and Safety checks are
undertaken within the desired timescales as indicated in the Practices
Health and Safety Policy
- When last to leave at the end of the day,
ensure that the building is totally secured, internal lights are off, all
electrical equipment has been turned off and the alarm activated
Make tea, coffee and wash up for Doctors and colleagues, and
perform any other duties which fall reasonably within the terms of this
position.
Be prepared to undertake training courses and attend
Practice meetings as necessary.
Be
prepared to cover other reception staff during periods of absence or sickness.
Play a part in creating a pleasant and efficient working
environment by being helpful and considerate to patients and other members of
the Practice team....and please bear in mind that each of us bears a
responsibility as part of that team for the overall welfare of each patient and
the consequent reputation of the surgery.
This Job Description is neither exhaustive nor exclusive and will be
reviewed annually in conjunction with the post-holder at the annual appraisal.
The post-holder is also required to carry out any duties that may reasonably be
requested by the Partners, Practice Manager or her deputy.
Job description
Job responsibilities
Carisbrooke Surgery
Job Description
JOB TITLE: Medical Receptionist/Administrator
REPORTS TO: Practice
Manager and Partners
HOURS PER WEEK: TBC
Job Summary:
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
Duties and
Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures.
- To work in accordance of written protocols
- Photocopy as requested
- Ensure courier takes all documentation and
samples at the appropriate time
- Open and distribute incoming mail
Reception
- Ensure an effective and efficient reception
service is provided to patients any other visitors to the practice
- Deal with all general enquiries, explain
procedures and make new and follow-up appointments
- Using your own judgement and communication
skills ensure that patients with no prior appointment but who need urgent
consultation are seen in a logical and non-disruptive manner
- Explain practice arrangements and formal
requirements to new patients and those seeking temporary cover and ensure
procedures are completed
- Handing completed repeat prescriptions to
patient and checking names and address.
- Be able to cover all reception position as
necessary
Appointments
Receive appointees in reception area and check names off
surgery lists, noting any discrepancies so that patients may be dealt with
concerning registration on arrival for the appointment.
Make new or follow up appointments with Doctors and Nurses.
Reception and routing of patients on arrival
Handling general enquiries
Explaining surgery procedures.
Ensuring that records of casual attenders are available to the
Doctor when patient is seen.
- Enter requests for home visits into the visit
book, ensuring careful recording of all relevant details and where
necessary refer to Duty Doctor
Medical
Record Envelopes/Repeat Prescription Records/Temporary Resident Forms/ Deceased
book.
Prescriptions
Registrations
Forms
Computer
- Registrations of new patients computer data
entry and medical records.
- Process patients change of address computer
data and medical records (have knowledge of Practice area.
- Ensure the changing of back-up tapes in line
with the Practices Standard Operating Policies.
Telephone
Ensure that you are at your desk ready for when the calls
are switched over from IC24 at 8.30am until they are switched back over to IC24
at 6.00pm.
Answer all incoming calls promptly taking and passing on
messages accurately and referring calls to the appropriate person. Deal with subsequent enquiries.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring
accuracy of detail and prompt appropriate delivery
- Have working knowledge of telephone/bleep
system, during and after hours.
Mail
Be responsible for distribution, action, and/or response
where indicated in your capacity, including accurate filing of letters and results.
Visits
Deal with requests for home visits, record relevant details and compile
visiting list for Doctors.
Ensure that all follow-ups are recorded.
Reception
Area
Leave the reception area tidy and ready for incoming
colleagues
Make sure all data is locked in the cupboard overnight.
Maintain stationery supplies.
Waiting Room
Other Tasks
- Open up premises at the start of the day when
first to arrive, de-activate alarm and make all the necessary preparations
to receive patients
- Ensure all Health and Safety checks are
undertaken within the desired timescales as indicated in the Practices
Health and Safety Policy
- When last to leave at the end of the day,
ensure that the building is totally secured, internal lights are off, all
electrical equipment has been turned off and the alarm activated
Make tea, coffee and wash up for Doctors and colleagues, and
perform any other duties which fall reasonably within the terms of this
position.
Be prepared to undertake training courses and attend
Practice meetings as necessary.
Be
prepared to cover other reception staff during periods of absence or sickness.
Play a part in creating a pleasant and efficient working
environment by being helpful and considerate to patients and other members of
the Practice team....and please bear in mind that each of us bears a
responsibility as part of that team for the overall welfare of each patient and
the consequent reputation of the surgery.
This Job Description is neither exhaustive nor exclusive and will be
reviewed annually in conjunction with the post-holder at the annual appraisal.
The post-holder is also required to carry out any duties that may reasonably be
requested by the Partners, Practice Manager or her deputy.
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Other Requirements
Essential
- Able to work outside of core office hours as this will be a requirement on a rota basis with extended access, including some Saturday mornings.
- Disclosure Barring Service (DBS) check
Qualifications
Essential
- Educated to an appropriate level commensurate with the post
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Other Requirements
Essential
- Able to work outside of core office hours as this will be a requirement on a rota basis with extended access, including some Saturday mornings.
- Disclosure Barring Service (DBS) check
Qualifications
Essential
- Educated to an appropriate level commensurate with the post
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.