Receptionist / Administrator

Albany Practice

This job is now closed

Job summary

Immediate start where possible is preferred, however we understand that many people will have a notice period to work.

This position is for a receptionist / administrator working Monday - Friday. We are offering either 30 or 37.5 hours per week however the specifics will be discussed at the interview process.

We ideally want to hire someone with experience as a receptionist within a GP practice using SystmOne, it is not essential however we would like to hire a candidate who has experience working on the standard reception tasks as well as the administrative task ie; referrals / ERS/ docman post processing / managing practice email accounts. Full training will be provided either way.

The practice is open Monday - Friday 08:00 - 18:30.

We use the clinical System - SystmOne therefore experience on this would be extremely beneficial however not essential as full training can be provided.

Main duties of the job

Working as a GP receptionist you will undertake many tasks during your day. This includes, but is not limited to:

- Answering phone calls from patients and other service users

- Booking / Cancelling / Changing appointments

- Completing task actions (ie appointment booking as requested by the GP

- Scanning in any paper post that is received and organising this accordingly.

- Opening and closing the building

- Ensuring patients and staff safety and wellbeing throughout the day.

- Assisting clinicians as a chaperone and stocking of the rooms

- Processing patients repeat prescription requests

Additional tasks as an adminitrator will be:

- Assisting with QOF targets

- Processing referrals, emails, documents etc

About us

The Albany Practice is a GP Practice located in Brentford Health Centre on Boston Manor Road, Brentford. We have two GP Partners and one salaried GP, amongst other additional clinical staff members including Clinical Pharmacists, Advanced Nurse Practitioners, Healthcare Assistants and Practice Nurses. We are a part of the Brentworth PCN. You can find more information on our practice on our practice website -Albany Practice - Brentford Health Centre, Boston Manor Road, Brentford, TW8 8DS

Date posted

22 January 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A4496-25-0000

Job locations

Brentford Health Centre

Boston Manor Road

Brentford

Middlesex

TW8 8DS

Job description

Job responsibilities

Role Purpose:To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff. To deal efficiently with patient-related administration and data entry requirements.

Reception Duties:

1. Ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.

2. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure necessary procedures are completed.

3. Respond to all queries and requests for assistance from patients and other visitors in a helpful and friendly manner.

4. Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

5. Ensure that repeat prescriptions are actioned where possible within 2 working days.

6. Advice patients of relevant charges for private services accept payment and issue receipts for same.

7. Ensure reception and waiting areas are kept neat and tidy.

8. To provide holiday and sickness cover for other receptionist/administrators when required.

Management of Appointment Systems

1. Ensure total familiarity with appointment systems.

2. To signpost patients to the most appropriate health professional.

3. Ensure that patients requests with regard to choice of GP and timing of appointments are met wherever possible.

4. Book appointments ensuring sufficient information is recorded to retrieve medical

and computer record and to identify the purpose of the appointment.

5. Monitor effectiveness of the system and report any problems.

Management of Medical Records

1. Retrieve and re-file records as required ensuring that strict alphabetical order is adhered to.

2. To deal with new registrations and deductions.

Data entry/computer

1. To scan hospital letters and other patient-related documents into patients computer records, as and when required.

2. To enter patient related data onto the computer.

Operation of Telephone System

To receive and make calls as required, divert calls and take messages as appropriate.
Ensure that system is operational at the beginning of each day and switched over to answer phone service at the end of the day.

Start and End of Day Procedures

1. Open up premises at the start of day and make all necessary preparation to receive patients.

2. Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm activated.

Other

1. Each receptionist will be responsible for undertaking specific additional delegated tasks as mutually agreed, or as requested by the Practice Manager or GPs.

2. To comply with all relevant practice procedures, regulations and protocols, and to maintain confidentiality at all times with particular reference to patient and staff records.

3. To be responsible for own health and safety and to contribute to the safe working of the surgery.