Job summary
Woodlands Medical Practice is a
friendly, 5 GP practice in Sutton-in-Ashfield with approx 11,500 patients. We obtained an Outstanding rating with the CQC
and we are committed to providing patient-centred care in a happy, supportive
and well-organised working environment.
An exciting opportunity has arisen for a Prescription clerk/Receptionist to join our very busy Administration team. The
ideal candidate will be reliable with a flexible with a can do attitude to work. They
will be highly motivated and able to work under pressure to meet deadlines and must
be able to demonstrate exceptional customer service skills. The ability to
prioritise workloads and communicate with all staff groups is required. Along
with excellent keyboard skills and accurate data collection & entry, a keen
eye for detail is essential. A medical
background is preferable but not essential as full training will be given.
Working pattern
Working over a 3 week rota, week 1 as a prescription clerk working 25 hours (8.30 - 13:30) and weeks 2 and 3 at 25 hours per week as part of the reception team, with a start
time of 8am or a finish time of 6.30pm. The team cover this service Monday to Friday with evenings and Saturdays on a rota basis across the team.
Main duties of the job
Prescription clerk
Processing high
volumes of repeat prescriptions and dealing with patient queries in a timely
manner in a busy surgery environment from printed repeat slips, paper requests,
online requests, and emails from online services .
Data entry into Patient records using the clinical system,
Systmone. Handling prescription queries over the phone and face-to-face from
patients, their family and carers, district nurses, pharmacies, and
hospitals.Updating repeat medication list from clinic letters or discharge summaries
from hospitals.
Check when patients medication is due to be
reviewed and align review dates/booking in medication reviews if appropriate.
Receptionist Role
Making appointments and
signposting patients to appropriate services, giving out results, ambulance transport bookings, home visit requests, contacting
other providers
Register new patients and
temporary residents, greet and direct patients
and visitors, managing emergency prescriptions. Respond to needs of the wider practice team, collect payments from
patients for non-NHS services and deal
with general enquiries and complaints
About us
We are a very friendly, forward
thinking 5 Partner Practice based in
Sutton-in-Ashfield. We are part of the
Ashfield North Primary Care Network and work collaboratively with four other local
practices to provide a range of services to our patients. We currently have a patient list size of
11500.
We have a team ethos and provide
an open, friendly and supportive environment
to work in. All staff are
prepared to go the extra mile for our patients and these values helped us to
achieve a CQC rating of outstanding in all areas.
We have been a teaching practice
for many years and have a regular intake of GP Registrars and Foundation Year 2
doctors and support education and development for all staff, appropriate to
their role.
Benefits
- Salary aligned to national minimum wage for the reception role and an uplift in pay for the for Prescription clerk role.
- NHS pension or NEST
Job description
Job responsibilities
Woodlands Medical Practice
JOB
DESCRIPTION
1. JOB DETAILS
Job Holder :
Job Title : Prescription Clerk/Receptionist
Location : Woodlands
Medical Practice
Responsible to
: Business Support Officer
2. JOB PURPOSE
To provide a comprehensive and professional repeat
prescription service under the supervision of the Data Quality Officer and GP
Partners.
To provide support to the reception team in addition to
providing 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.
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 repeat prescription service.
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
- To provide a comprehensive repeat
prescription service in line with the agreed practice policy and work
instructions
- To offer support and guidance to
the reception team and liaise on their behalf with relevant team members
should they not be able to resolve issues themselves.
- 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), Federation Groups, NHS England
Local Area Team,
Social Services,
Local Hospital
Services.
(and
any other)
Job description
Job responsibilities
Woodlands Medical Practice
JOB
DESCRIPTION
1. JOB DETAILS
Job Holder :
Job Title : Prescription Clerk/Receptionist
Location : Woodlands
Medical Practice
Responsible to
: Business Support Officer
2. JOB PURPOSE
To provide a comprehensive and professional repeat
prescription service under the supervision of the Data Quality Officer and GP
Partners.
To provide support to the reception team in addition to
providing 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.
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 repeat prescription service.
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
- To provide a comprehensive repeat
prescription service in line with the agreed practice policy and work
instructions
- To offer support and guidance to
the reception team and liaise on their behalf with relevant team members
should they not be able to resolve issues themselves.
- 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), Federation 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
- Experience of Repeat Prescription systems
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
- Experience of Repeat Prescription systems
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.
