Job summary
We are looking for a motivated and proactive Medical Receptionist to join our Reception Team at The Gables Medical Group.
The advertised role is Wednesday to Friday, 8 hours per day (24 hours per week in total). These hours are between 08:00-18:00.
We are a friendly and supportive practice who strive to support each other. The ideal candidate would work efficiently with excellent time management and communication skills, with the ability to work independently or as a team.
If you would like further information, please contact Lewis Wicks (Reception Manager) on lewis.wicks@nhs.net or 01670 829889.
Main duties of the job
- Handling calls from patients and healthcare professionals.
- Assist patients at the front desk with queries.
- Processing/completing appointment request forms (Klinik).
- Scanning incoming clinical correspondence onto patients records.
- Processing prescription requests and answering prescription queries.
- Along with other administrative roles as directed by the Reception Manager or Reception Supervisors.
Please see the job description for a list of full duties.
About us
Our Clinical Team includes 3 GP Partners, 2 Salaried GPs, GP Registrar and Advanced Nurse Practitioner. Our Nursing Team includes 2 Practices Nurses, 1 Nursing Associate, 1 Trainee Nursing Associate and 2 Healthcare Assistants.
Our non-Clinical Team includes a Practice Manager, Administration Manager, Reception Manager, Care Coordinator, Administrators, Medical Secretaries, Reception Supervisors, Receptionists, Medicines/Dispensary Team.
We are part of Wansbeck PCN and work closely with neighbouring practices. PCN staff include Musculoskeletal Practitioners, Pharmacist, Mental Health Practitioner, Health & Wellbeing Coach, Community Link Workers and Dietician.
We are a teaching practice and support GP Registrars, medical students and nursing students. We encourage innovation and encourage ideas for change to improve the quality of our service. Teamwork is our ethos and every role in the team is valued.
Job description
Job responsibilities
Job responsibilities
Job Summary:
The purpose of the role is to:
Offer general assistance to the Practice team and project a positive, professional, and friendly image to patients and other visitors, either in person or via the telephone.
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team.
Facilitate effective communication between patients, members the primary health care team, secondary care, and other associated healthcare agencies.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Manager/Reception Supervisor, dependent on current and evolving Practice workload and staffing levels:
- Opening up/locking-up of Practice premises and maintaining security.
- Maintaining and monitoring the Practice appointments system.
- Processing Klinik requests for appointments, visits and other medical requests and ensuring patients are directed to the appropriate healthcare professional or service.
- Processing and distributing incoming (and outgoing) mail.
- Taking messages and passing on information, along with completing Klinik requests for patients who are unable to themselves.
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with Practice guidelines.
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
- Providing clerical assistance to Practice and other staff as required from time to time, including, but not restricted to, data processing, photocopying, and scanning.
- Ordering, re-ordering and monitoring of stationery and other supplies.
- Keeping the waiting area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter.
- Dealing with delegated administration tasks.
- Dealing with payments from patients.
- Scanning.
- Data input and emailing patients and healthcare professionals.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to Practice guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities, and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. You may be asked to participate in an interim individual performance review if felt necessary by the management team.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patient's needs.
- Effectively manage own time, workload, and resources.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards, and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
Job description
Job responsibilities
Job responsibilities
Job Summary:
The purpose of the role is to:
Offer general assistance to the Practice team and project a positive, professional, and friendly image to patients and other visitors, either in person or via the telephone.
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team.
Facilitate effective communication between patients, members the primary health care team, secondary care, and other associated healthcare agencies.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Manager/Reception Supervisor, dependent on current and evolving Practice workload and staffing levels:
- Opening up/locking-up of Practice premises and maintaining security.
- Maintaining and monitoring the Practice appointments system.
- Processing Klinik requests for appointments, visits and other medical requests and ensuring patients are directed to the appropriate healthcare professional or service.
- Processing and distributing incoming (and outgoing) mail.
- Taking messages and passing on information, along with completing Klinik requests for patients who are unable to themselves.
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with Practice guidelines.
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
- Providing clerical assistance to Practice and other staff as required from time to time, including, but not restricted to, data processing, photocopying, and scanning.
- Ordering, re-ordering and monitoring of stationery and other supplies.
- Keeping the waiting area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter.
- Dealing with delegated administration tasks.
- Dealing with payments from patients.
- Scanning.
- Data input and emailing patients and healthcare professionals.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to Practice guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities, and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. You may be asked to participate in an interim individual performance review if felt necessary by the management team.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patient's needs.
- Effectively manage own time, workload, and resources.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards, and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
Person Specification
Experience
Essential
- - Experience of working in Primary Care as a Medical Receptionist/Patient Services Team.
- - Basic IT and keyboard skills.
- - Experience of customer service.
- - Good communication, interpersonal, planning and organisational skills.
Desirable
- Experience of working with SystmOne clinical system.
Aptitude & Abilities
Essential
- - Ability to work to deadlines.
- - Ability to remain calm under pressure.
- - Ability to develop and maintain effective working relationships with multi disciplinary teams.
- - Ability to work flexibly.
- - Ability to recognise own limitations and act upon them appropriately.
- - Willingness to learn and acquire new skills.
- - An understanding acceptance and adherence to the need for strict confidentiality.
- - Ability to work without direct supervision.
Qualifications
Essential
- Good standard of general education including Maths and English.
Desirable
- NVQ or equivalent Business Administration/Customer Service.
Person Specification
Experience
Essential
- - Experience of working in Primary Care as a Medical Receptionist/Patient Services Team.
- - Basic IT and keyboard skills.
- - Experience of customer service.
- - Good communication, interpersonal, planning and organisational skills.
Desirable
- Experience of working with SystmOne clinical system.
Aptitude & Abilities
Essential
- - Ability to work to deadlines.
- - Ability to remain calm under pressure.
- - Ability to develop and maintain effective working relationships with multi disciplinary teams.
- - Ability to work flexibly.
- - Ability to recognise own limitations and act upon them appropriately.
- - Willingness to learn and acquire new skills.
- - An understanding acceptance and adherence to the need for strict confidentiality.
- - Ability to work without direct supervision.
Qualifications
Essential
- Good standard of general education including Maths and English.
Desirable
- NVQ or equivalent Business Administration/Customer Service.