Job summary
As a Receptionist at Shah Zaman Surgery, working 17.5hours per week, you will be an integral part of our team, providing a wide range of reception duties and offering general support to our multidisciplinary team. Your main responsibilities will include greeting and directing patients, managing the appointment system, booking appointments, processing patient information, and assisting patients as required.
You will be the central point of contact for patients, ensuring the efficient distribution of information, messages, and enquiries to the clinical team. You will also liaise with other team members and external agencies, such as secondary care providers and community services, ensuring smooth communication and continuity of care.
Main duties of the job
In this role, you will manage the practices appointment system, processing requests via phone, in person, and electronically. You will answer incoming calls, direct patients to the appropriate services, and efficiently manage patient enquiries.
You will also initiate and respond to communications from patients, team members, and external agencies. Your role will involve data entry, including registering new patients, updating healthcare records, and coding data into the clinical IT system. You will manage requests for information such as SARs, insurance letters, and DVLA forms, directing them to the administrative team.
Additionally, you will maintain a tidy and organised reception area, ensuring notice boards are up to date, and support clinical staff with administrative tasks. Managing queries effectively and maintaining a high standard of service in a busy environment will also be key parts of your role.
About us
Shah Zaman Surgery is a well-established, patient-focused general practice located in Castle Vale, serving a diverse community. Our dedicated team works collaboratively to provide high-quality care and ensure the wellbeing of our patients.
At Shah Zaman Surgery, we are committed to creating a positive and supportive working environment, where teamwork, open communication, and mutual respect are at the core of our ethos. Our staff are passionate about delivering patient-centred care and continually strive for excellence. We offer a culture of professional development, encouraging all team members to enhance their skills and grow within the practice.
Working at Shah Zaman Surgery offers a rewarding opportunity to contribute to meaningful patient care within a friendly and inclusive setting. We pride ourselves on providing integrated care and outstanding services to our patients.
Job description
Job responsibilities
The
following are the core responsibilities of the Receptionist. There may be, on
occasion, a requirement to carry out other tasks. This will be dependent upon
factors such as workload and staffing levels:
a. Maintain and monitor the practice
appointment system
b. Process personal, telephone and
e-requests for appointments
c. Answer incoming phone calls,
transferring calls or dealing with the callers request appropriately
d. Signpost patients to the correct
service
e. Initiating contact with and
responding to, requests from patients, team members and external agencies
f. Code data on the clinical IT system
g. Scanning documentation as required
h. Data entry of new and temporary
registrations and relevant patient information as required
i. Input data into patients
healthcare records as necessary
j. Direct requests for information,
i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative
team
k. Manage all queries as necessary in
an efficient manner
l. Carry out system searches as
requested
m. Maintain a clean, tidy, effective
working area at all times
n. Monitor and maintain the reception
area and notice boards
o. Support all clinical staff with
general tasks as requested
In addition
to the primary responsibilities, the Receptionist may be requested to:
a. Partake in audit as directed by the
audit lead
b. Support administrative staff,
providing cover during staff absences
c. Action incoming emails and
correspondence as necessary
d. Scan patient related documentation
and attach scanned documents to patients healthcare records
e. Complete opening and closing
procedures in accordance with the duty rota
f. To support in the management of
repeat prescriptions, ensuring they are processed accurately and efficiently
g. Order and monitor stationery
supplies
h. Produce, maintain and participate in
the receptionist rota for lunch and out of hours cover
i. Deputise and support during
periods of absence
j. Support reception staff development,
providing guidance and direction, ensuring staff are up to date with mandatory
training
k. Identify and provide team training
where required
l. Support in producing and
maintaining the duty rota
m. Support the Practice Manager with all
Patient Participation Group related matters
n. Support the health promotion lead
and display promotional material on the allocated noticed boards and in the
waiting room
Job description
Job responsibilities
The
following are the core responsibilities of the Receptionist. There may be, on
occasion, a requirement to carry out other tasks. This will be dependent upon
factors such as workload and staffing levels:
a. Maintain and monitor the practice
appointment system
b. Process personal, telephone and
e-requests for appointments
c. Answer incoming phone calls,
transferring calls or dealing with the callers request appropriately
d. Signpost patients to the correct
service
e. Initiating contact with and
responding to, requests from patients, team members and external agencies
f. Code data on the clinical IT system
g. Scanning documentation as required
h. Data entry of new and temporary
registrations and relevant patient information as required
i. Input data into patients
healthcare records as necessary
j. Direct requests for information,
i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative
team
k. Manage all queries as necessary in
an efficient manner
l. Carry out system searches as
requested
m. Maintain a clean, tidy, effective
working area at all times
n. Monitor and maintain the reception
area and notice boards
o. Support all clinical staff with
general tasks as requested
In addition
to the primary responsibilities, the Receptionist may be requested to:
a. Partake in audit as directed by the
audit lead
b. Support administrative staff,
providing cover during staff absences
c. Action incoming emails and
correspondence as necessary
d. Scan patient related documentation
and attach scanned documents to patients healthcare records
e. Complete opening and closing
procedures in accordance with the duty rota
f. To support in the management of
repeat prescriptions, ensuring they are processed accurately and efficiently
g. Order and monitor stationery
supplies
h. Produce, maintain and participate in
the receptionist rota for lunch and out of hours cover
i. Deputise and support during
periods of absence
j. Support reception staff development,
providing guidance and direction, ensuring staff are up to date with mandatory
training
k. Identify and provide team training
where required
l. Support in producing and
maintaining the duty rota
m. Support the Practice Manager with all
Patient Participation Group related matters
n. Support the health promotion lead
and display promotional material on the allocated noticed boards and in the
waiting room
Person Specification
Experience
Essential
- - Experience of working with the general public
Desirable
- - Experience of administrative duties
- - Experience of working in a healthcare setting
- - Experience using SystmOne
Qualifications
Essential
- - Educated to GCSE level or equivalent.
Desirable
- - GCSE Mathematics and English (C or above)
- - AMSPAR Receptionist Qualification
- - NVQ Level 2 in Health and Social Care
Personal qualities
Essential
- - Polite and confident
- - Flexible and cooperative
- - Motivated
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
- - Ability to work under pressure
Other requirements
Essential
- - Flexibility to work outside of core office hours
- - Disclosure Barring Service (DBS) check
Person Specification
Experience
Essential
- - Experience of working with the general public
Desirable
- - Experience of administrative duties
- - Experience of working in a healthcare setting
- - Experience using SystmOne
Qualifications
Essential
- - Educated to GCSE level or equivalent.
Desirable
- - GCSE Mathematics and English (C or above)
- - AMSPAR Receptionist Qualification
- - NVQ Level 2 in Health and Social Care
Personal qualities
Essential
- - Polite and confident
- - Flexible and cooperative
- - Motivated
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
- - Ability to work under pressure
Other requirements
Essential
- - Flexibility to work outside of core office hours
- - Disclosure Barring Service (DBS) check
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.