Receptionist/Administrator

The Chiltern & The Brook surgeries

This job is now closed

Job summary

Greet patients and visitors to the practice. Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.Dealing with all telephone queries/requests from patients, and acting as liaison with the Doctors/Nurses as necessary. Pulling and filing medical records as necessary. Processing repeat prescriptions. Scanning. Completing ad hoc tasks.

Main duties of the job

Main duties of the role:

Receptionists are the first point of contact for patients and visitors to the surgery, whether by telephone, in person or via electronic communication. They are expected to manage appointment booking on behalf of the clinical team and ensure that the surgery runs efficiently during the working day. Other tasks undertaken by Receptionists include: - Managing prescription requests - Registering new patients - Scanning documents - Data entry - Calling patients - Preparing the surgery each morning and closing down at night - Maintaining a clean, safe and tidy surgery

About us

Watlington and Chalgrove Surgery, Oxfordshire

We are looking for an enthusiastic part time Receptionist/administrator to join our friendly rural Practice in south Oxfordshire. The successful candidate will be committed to the provision of high quality care for our patients.

We are offering a part-time role (18 hours per week), with regular hours worked Monday to Friday between 8am and 6.30pm. There is also a requirement to cover occasional Saturday mornings.

Date posted

26 July 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A3416-23-0007

Job locations

The Brook Surgery

High Street

Chalgrove

Oxford

OX44 7AF

The Chiltern Surgery

Hill Road

Watlington

Oxfordshire

OX49 5AF

Job description

Job responsibilities

Major Duties and Responsibilities of the Post.

1. Reception Duties:

(a) Utilise Emis clinical patient system to ensure efficiency of appointments and monitor flow of patients into waiting room and consulting rooms.

(b) Ensure that patients without appointments but who need urgent consultation are seen in a logical and non-disruptive manner.

(c) Explain practice arrangements and formal requirements to new patients and those seeking temporary medical cover. Ensure registration procedures are completed promptly.

(d) Advise patients of relevant charges for private services, accept payment and issue receipts for same if required.

(e) Accept and enter requests for home visits ensuring all relevant information is entered and, where necessary, refer to the duty doctor.

(f) Ensure that requests for repeat prescriptions are actioned, where possible, within one working day. Issue and print repeat prescriptions accurately using the computer system and prepare for collection by either the local Pharmacy or the patient or sent EPS.

(g) Action requests for ambulance transportation promptly and accurately.

(h) Ensure reception and waiting areas are kept sanitised, neat and tidy.

(i) Scan all patient related documents into the patients computer record daily. Read coding the incident if directed.

2. Management of Appointment system:

(a) Ensure total familiarity with all EMIS appointment systems

(b) Book appointments and recalls, via the computer system, ensuring sufficient information is recorded

3. Management of Medical Records:

(a) Ensure that the hard copy record is available for the doctor in the instances of urgent consultation.

(b) Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to.

(c) Ensure correspondence, reports, results etc., are filed accurately in the notes, and scanned on the computer, where required.

(d) Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.

(e) Ensure all communications and requests from the patient are clearly documented on Emis.

4. Preparation of Consulting Rooms:

(a) Ensure that the consulting rooms are prepared in readiness for each consulting session, checking the full range of forms and equipment is available and re-stock as required.

(b) Ensure that the consulting rooms are left tidy and secure at the end of each consulting session.

5. Operation of Telephone System:

(a) Receive and make calls as required. Divert calls and take messages as appropriate.

6. Start and End of Day Procedures:

(a) Open up premises at the start of the day and make all necessary preparations to receive patients.

(b) Secure premises at the end of the day; ensure the building is totally secured, alarm activated, internal lights off and heating regulated.

7. Special Requirements:

(a) Attend and participate in Practice meetings as required.

(b) Act as occasional chaperone, if required

(d) Neat, tidy appearance. The Practice will contribute to the Reception Staff uniform by negotiation.

(e) Ability to work without direct supervision and under pressure.

(f) An understanding, acceptance and adherence to the need for strict patient confidentiality.

(g) Ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patients enquiries and requests.

(h) Safeguarding - compliance and understanding of safeguarding process and policies, to be kept date with on going training

(i) Stay up to date with surgery communications by hard copy information and emails

(j) Work as a cohesive and cooperative team, providing sickness and holiday cover for colleagues on a regular basis