GP Receptionist

Job description

Job responsibilities

Woodlands Medical Practice

JOB DESCRIPTION

1. JOB DETAILS

Job Holder :

Job Title : Receptionist/ General clerk

Location : Woodlands Medical Practice

Responsible to : Practice Manager/Assistant Practice Manager

2. JOB PURPOSE

To provide a comprehensive and professional reception service within the surgery, whilst maintaining efficient organisational systems and ensuring effective communication at all times throughout the practice team. To take responsibility for the collation of data, filing systems and health and safety. To provide clerical assistance to the wider healthcare team as required.

3. ORGANISATIONAL CHART

See induction pack

4. ESSENTIAL KNOWLEDGE, SKILLS AND EXPERIENCE

Confidentiality

Team approach

Positive attitude to the smooth running of the practice

Ability to communicate efficiently with sympathy, clarity and courtesy

Accuracy to work

Familiarity with computer operation

Willingness to attend further training as required

To attend practice meetings

Ability to use various items of office equipment fax, photocopier, shredder, telephone and alarm systems

5. ROLE OF YOUR DEPARTMENT

To provide a comprehensive and professional reception service to the team and both internal and external customers; which is accurate and timely, in a helpful, positive and flexible manner. You will be the first point of contact for patients, both face to face and by telephone and therefore must represent the practice with a high standard of customer service. To provide high quality clerical support to the practice team as required, to enable the practice to operate in an efficient and cost effective manner without disruption.

6. KEY RESULT AREAS

• Transfer telephone services to the Out of Hours Service at 6.30 pm and restore telephone services to normal daytime duties at 8.00 am.
• Receive and record requests for home visits.
• Make new and follow-up appointments for surgeries and clinics.
• Process same day prescriptions for the doctor to check and sign.
• Recording and posting of mail.
• Maintain stationery stocks in reception and consulting rooms.
• Maintain tidiness in reception and waiting areas.
• Check security of building before leaving premises at the end of the working day.
• Maintain general organisation systems listed:

• Appointment system
• Requests for visits
• Filing systems
• Computerised database
• New patient registration

• Monitor effectiveness of all organisational systems and ensure that action is taken to resolve any problems or effect variations as required.
• Receive and accurately record messages for attached staff.
• Arrange patient transport where necessary.
• Answer general enquiries from patients politely, efficiently and pleasantly.
• Pass on information to incoming colleagues regarding unresolved or urgent problems.
• Make every effort to answer telephone quickly, ie within four rings all incoming calls must be serviced by reception. Telephone support by other staff will be provided when and only if all reception lines are busy.
• Update information on computer database and participate in the process of audits as requested.
• Prepare statistical or data reports as requested by the doctors or practice manager.
• Maintain confidentiality.
• File and extract records as required for patient queries, GP reports and other team members on request in a timely fashion.
• Ensure correct and accurate filing back of records using alphabetical flagging system.
• Provide computer printed patient lists for clinics/home visits.
• Ensure hospital reports/results/letters/typist documents are scanned to correct records in chronological order.
• Tag/maintain medical records by repair or replacement ensuring that all relevant information is retained, as required for GP reports or on specific request.
• Ensure familiarity with health and safety policies and procedures and comply with legislation relating to health and safety.
• Provide administrative support to all members of the Primary Health Care Team considered appropriate.
• To be responsible for maintaining the general clerical organisational systems.

• Any other delegated duties considered appropriate to the post.

7. COMMUNICATIONS AND WORKING RELATIONSHIPS

INTERNAL : All members of the practice team.

Community staff attached to the practice

EXTERNAL : Patients, visitors and telephone callers

External agencies, eg Clinical Commissioning

Group (CCG), Primary Care Network (PCN)

Groups, NHS England Local Area Team,

Social Services, Local Hospital Services.

(and any other)

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE Mathematics C or above
• GCSE English C or above

Desirable

• AMSPAR Receptionist certificate
• NVQII in Customer Care
• CLAIT /ECDL Qualification

Experience

Essential

• Experience of working with the general public
• Customer care experience
• Experience of reception work
• Excellent communication skills (Written and Oral)
• IT skills including data entry and retrieval
• Flexibility
• Experience of working in a confidential environment
• Time Management and the ability to work to deadlines
• Problem solving skills
• Interpersonal skills
• Performing under pressure
• Team working
• Caring, compassionate, understanding

Desirable

• Experience of working in a GP practice
• Experience of using SystmOne

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.

Employer details

Employer name

Woodlands Medical Practice

Address

Bluebell Wood Way

Sutton-in-Ashfield

Nottinghamshire

NG17 1JW

Employer's website

https://woodlandsmedicalpractice.co.uk (Opens in a new tab)