Job summary
Job Summary:
*The surgery opens from 8:30am to 6:30pm. The successful applicant needs to be able to either start at 8am or finish late at 7pm.
We are seeking a
highly organized and efficient Administration Assistant to join our busy
general practice. The successful candidate will be responsible for providing
administrative support to our team of healthcare professionals, ensuring the
smooth running of the practice and providing excellent customer service to our
patients.
The working hours will be:
Monday : 10-3.30
Tuesday : 10-7
Wednesday : 9.30-6.30
Thursday : 10-7
Friday : 1-7
Main duties of the job
Key
Responsibilities:
- Answering phone
calls and responding to emails from patients, healthcare professionals and
other stakeholders
- Booking
appointments and managing the practice diary
- Greeting patients
and checking them in for appointments
- Maintaining
patient records and ensuring they are accurate and up-to-date
- Processing
patient payments and managing billing enquiries
- Coordinating
referrals to other healthcare providers
- Managing the
practice's inventory of supplies and ordering new stock as required
- Providing general
administrative support to the practice as required
Qualifications and
Skills:
- Proven experience
in an administrative or receptionist role, preferably within a healthcare
setting
- Excellent
communication skills, both written and verbal
- Strong
organizational and time management skills
- Proficient in
Microsoft Office and other computer systems used for managing patient records
and appointments
- Friendly and
approachable with a strong customer service focus
- Ability to work
well in a team environment
About us
Welcome to The New Surgery, a dedicated General Practice located
in Folkestone, committed to providing exceptional healthcare services to our
community. For over 30 years, our
practice has been serving the Folkestone community, growing and evolving to
meet the changing healthcare needs of our patients.
Our services encompass a full range of primary care, from
routine check-ups and acute illness treatment to chronic disease management and
preventative care.
Our team of
experienced healthcare professionals includes board-certified GPs, skilled
nurses, and knowledgeable administrative staff. You will be part of a friendly, efficient team dedicated to the health and wellbeing of ours patients.
At The New Surgery,
we adopt a holistic and personalized approach to healthcare. We believe in
treating our patients with compassion, respecting individual needs, and
ensuring confidentiality in all aspects of care.
We're open Monday to Friday 8:30 to 18:30, and patients can
schedule appointments by phone, online, or by visiting our practice. For added
convenience, the NHS app and Patient Access App have been updated to allow
patients access to their health records.
Job description
Job responsibilities
Job
Description Practice Administrator
Telephonist
Responsibilities
To be one of the telephonist answering and handling
incoming calls
To be vigilant of the demands of the incoming telephone
calls
To make appointments as required for the patients
within practice guidelines
To respond to test result enquiries as per the
practice guidelines
To provide information as appropriate to assist the
patients with their enquiries
Ensure that all messages are entered onto the
computerised clinical record and in the appropriate clinicians appointment book
Respond effectively to all queries and requests for
assistance from patients
To advise patients of the relevant charges for
services not commissioned under the NHS e.g. medicals, private medical
certificates, various forms. Entering details of the price advised into the
patients record.
Administration Duty Responsibilities
To process prescription
requests
Monitor incoming
eConsultation and email requests
Prepare and dispatch
patients Lloyd Georges from the weekly deduction list from Primary Care
Support England
Update patient contact
details: change of addresses, telephone and email contact information
To assist in the
completion of actions required on returned Work Flow documents as requested by
the clinicians
Cover reception
for breaks and if we are short-staffed Complete patient registrations
On receipt of
patients notes via GP2GP to - carry out the repair of degraded records
including allergies and to adjust any obvious entries to Priority 1 from
non-Vision practices.
On receipt of
Lloyd Georges enter basic required READ codes, immunisations and smears.
Summarise straight forward operations.
Prepare paperwork
from the Lloyd George for scanning and indexing to EPR.
To process all
other records as found necessary that have not been processed through scanning
and summarising.
To help with any administrative tasks as required.
Prepare and dispatch patients
Lloyd Georges from the weekly deduction list from Primary Care Support England
Any other tasks as deemed reasonable and within your
capabilities
General Responsibilities
To provide an
effective and efficient interface between the clinicians and their patients at
all times
To contact
patients at clinicians request
To cancel
surgeries as required, in the event of unforeseen circumstances
To help with any
administrative tasks as required
Any other tasks
as deemed reasonable and within your capabilities
To help in the
protocol review system
To participate in
the appraisal system
To update this
job description from time to time
To cover
additional late shifts until 7pm
This
job description is intended as an outline of the general areas of activity. This
job description is not an exhaustive document and may be subject to alteration
in the light of future changes and developments.
Job description
Job responsibilities
Job
Description Practice Administrator
Telephonist
Responsibilities
To be one of the telephonist answering and handling
incoming calls
To be vigilant of the demands of the incoming telephone
calls
To make appointments as required for the patients
within practice guidelines
To respond to test result enquiries as per the
practice guidelines
To provide information as appropriate to assist the
patients with their enquiries
Ensure that all messages are entered onto the
computerised clinical record and in the appropriate clinicians appointment book
Respond effectively to all queries and requests for
assistance from patients
To advise patients of the relevant charges for
services not commissioned under the NHS e.g. medicals, private medical
certificates, various forms. Entering details of the price advised into the
patients record.
Administration Duty Responsibilities
To process prescription
requests
Monitor incoming
eConsultation and email requests
Prepare and dispatch
patients Lloyd Georges from the weekly deduction list from Primary Care
Support England
Update patient contact
details: change of addresses, telephone and email contact information
To assist in the
completion of actions required on returned Work Flow documents as requested by
the clinicians
Cover reception
for breaks and if we are short-staffed Complete patient registrations
On receipt of
patients notes via GP2GP to - carry out the repair of degraded records
including allergies and to adjust any obvious entries to Priority 1 from
non-Vision practices.
On receipt of
Lloyd Georges enter basic required READ codes, immunisations and smears.
Summarise straight forward operations.
Prepare paperwork
from the Lloyd George for scanning and indexing to EPR.
To process all
other records as found necessary that have not been processed through scanning
and summarising.
To help with any administrative tasks as required.
Prepare and dispatch patients
Lloyd Georges from the weekly deduction list from Primary Care Support England
Any other tasks as deemed reasonable and within your
capabilities
General Responsibilities
To provide an
effective and efficient interface between the clinicians and their patients at
all times
To contact
patients at clinicians request
To cancel
surgeries as required, in the event of unforeseen circumstances
To help with any
administrative tasks as required
Any other tasks
as deemed reasonable and within your capabilities
To help in the
protocol review system
To participate in
the appraisal system
To update this
job description from time to time
To cover
additional late shifts until 7pm
This
job description is intended as an outline of the general areas of activity. This
job description is not an exhaustive document and may be subject to alteration
in the light of future changes and developments.
Person Specification
Qualifications
Essential
- GCSE or equivalent passes in English
- Proficient in the use of a PC, including the use of software and systems
- Basic financial awareness
- To be numerate
Experience
Desirable
- Previous administration experience in a healthcare environment.
Personal Attributes
Essential
- Excellent organisation and multitasking skills required.
- Flexible and adaptable.
- Strong interpersonal skills.
- Excellent communication skills.
- Motivated and enthusiastic.
- Excellent standard of written and spoken English
- Good problem solving skills with the ability to present solutions
- Ability to stay calm under pressure
- Tactful and diplomatic
- Positive and enthusiastic
- Customer focused
- Motivated, flexible and adaptable to change
- Ability to work on own initiative
Governance
Essential
- The Post holder must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Practice Policy
Person Specification
Qualifications
Essential
- GCSE or equivalent passes in English
- Proficient in the use of a PC, including the use of software and systems
- Basic financial awareness
- To be numerate
Experience
Desirable
- Previous administration experience in a healthcare environment.
Personal Attributes
Essential
- Excellent organisation and multitasking skills required.
- Flexible and adaptable.
- Strong interpersonal skills.
- Excellent communication skills.
- Motivated and enthusiastic.
- Excellent standard of written and spoken English
- Good problem solving skills with the ability to present solutions
- Ability to stay calm under pressure
- Tactful and diplomatic
- Positive and enthusiastic
- Customer focused
- Motivated, flexible and adaptable to change
- Ability to work on own initiative
Governance
Essential
- The Post holder must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Practice Policy
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.
