Job summary
ASA
Medical Group is a GP surgery based in the East of Doncaster based over three
sites, Armthorpe Practice, Sandringham at Intake and Auckley Practice, with a
registered patient list size of 20,500. Due to a recent staff illness, we are
looking to continue sustainability within the reception team. We are looking to
recruit an enthusiastic, self- motivated person to join us working the hours of
Tuesday
8am to 6pm
Wednesday
7am to 6pm
Fridays
8am to 6pm
However, some flexibility is required to cover
annual leave, staff absence or practice meetings.
Applicants
should meet the following criteria:
GP reception or administration experience
essential
Understanding of Care Navigation
Excellent interpersonal skills
Up to date mandatory training
Excellent time management
Desirable
but not essential
NVQ II or above
Duties
of this role include:
To support the reception and administration
team booking patient appointments on to the clinical system, choosing the right
care at the right time over the phone and on a front reception desk.
Signposting patient to external organisations
when required for their care needs.
Completing tasks within the clinical and email
systems related to patient care.
Photocopying and scanning of documentation.
A uniform is provided. NHS
pension scheme offered.
Main duties of the job
The
following are the core responsibilities of the receptionist.
a.
Maintaining
and monitoring the practice appointment system
b.
Process
personal, telephone, online triage and e-requests for appointments
c.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
d.
Signpost
and care navigate patients to the correct clinician or service
e.
Initiating
contact with and responding to, requests from patients, team members and
external agencies
f.
Read
code data on the clinical system
g.
Photocopy
documentation as required
h.
Input
data into the patients healthcare records as necessary
i.
Direct
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms to the administrative governance team and document the financial
information
j.
Manage
all queries as necessary in an efficient manner
k.
Carry
out system searches as requested and process the practice DNA policy daily
l.
Maintain
a clean, tidy, effective working area at all times
m.
Monitor
and maintain the reception area and notice boards
n.
Support
all clinical staff with general tasks as requested
o.
Ensure
mandatory training is kept up to date
p.
Ensure
the correct process for patient RIP are followed
q.
Ensure
practice policies are adhered to at all times
r.
Complete
opening and closing procedures of the practice
s.
Action
the practice email accounts and follow up on tasks on the clinical system
About us
ASA Medical Group is a group of merged GP practices compromising of The Village Group Practice, Armthorpe (DN3 2DB) and Auckley (DN9 3HY), and the Sandringham Practice (DN2 5JH).
There is a patient capacitation of 20,500 and a full friendly team of clinical and administration personnel providing care, treatment and services under a GMS contract. The Group is a member of the East Doncaster PCN.
The practice does not open on Saturdays, Sundays and UK Bank Holidays.
Job description
Job responsibilities
ASA Medical Group
Receptionist job description &
person specification
Job
Title
Medical Receptionist
Line
Manager
Operational` Manager
Accountable
to
Business
Manager
Hours
per week
[
Job
Summary
To be responsible for
undertaking a wide range of reception duties and the provision of general support
to the multidisciplinary team. Duties can
include but are not limited to, greeting and directing patients, effective
use of the appointment system, booking appointments, processing of
information and assisting patients as required. To act as the central point of contact for patients,
the distribution of information, messages and enquiries for the clinical
team, liaising with multidisciplinary team members and external agencies such
as secondary care and community service providers.
Mission
Statement
Our aim is
to provide quality patient care in an efficient, unbiased, timely manner.
Emphasising on staff training and development to provide excellent care to
continuously improve patient and staff satisfaction
Generic
Responsibilities
All
staff at TSP and TVGP have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards
ED&I creates and environment where all individuals are able to achieve
their full potential. Creating such an environment is important for three
reasons: it improves operational effectiveness, it is morally the right thing
to do, and it is required by law.
Patients and their families have the right to be
treated fairly and be routinely involved in decisions about their treatment
and care. They can expect to be treated with dignity and respect and will not
be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Patients have a responsibility
to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an
environment where diversity is valued and equality of opportunity is
promoted. Staff will not be discriminated against on any grounds including
age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Staff have a responsibility to ensure that you treat our patients and their
colleagues with dignity and respect.
Safety, Health,
Environment and Fire (SHEF)
This practice is committed to supporting and
promoting opportunities to for staff to maintain their health, well-being and
safety. You have a duty to take reasonable care of health and safety at work
for you, your team and others, and to cooperate with employers to ensure
compliance with health and safety requirements. All personnel are to comply
with the Health and Safety at Work Act 1974, Environmental Protection Act
1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and
other statutory legislation.
Confidentiality
This
practice is committed to maintaining an outstanding confidential service.
Patients entrust and permit us to collect and retain sensitive information
relating to their health and other matters, pertaining to their care. They do
so in confidence and have a right to expect all staff will respect their
privacy and maintain confidentiality at all times. It is essential that if,
the legal requirements are to be met and the trust of our patients is to be
retained that all staff protect patient information and provide a
confidential service.
Quality & Continuous Improvement (CI)
To
preserve and improve the quality of our output, all personnel are required to
think not only of what they do, but how they achieve it. By continually
re-examining our processes, we will be able to develop and improve the
overall effectiveness of the way we work. The responsibility for this rests
with everyone working within the practice to look for opportunities to
improve quality and share good practice.
This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this
is managed by the Operations Manager
Learning and Development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and competences
to perform their role. All staff will be required to partake and complete
mandatory training as directed by the training coordinator, as well as
participating in the practice training programme. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is
essential and all staff must ensure they communicate in a manner which
enables the sharing of information in an appropriate manner.
Service Delivery
Staff
must adhere to the information contained with practice policies and regional
directives, ensuring protocols are adhered to at all times. Staff will be given detailed information
during the induction process regarding policy and procedure.
Security
The
security of the practice is the responsibility of all personnel. Staff must
ensure they remain vigilant at all times and report any suspicious activity
immediately to their line manager. Under no circumstances are staff to share
the codes for the door locks to anyone and are to ensure that restricted
areas remain effectively secured.
Professional Conduct
Staff are required to dress
appropriately for their role. Administrative staff will be provided with a
uniform whilst clinical staff must dress in accordance with their role.
Primary
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.
Maintaining and monitoring the practice appointment
system
b.
Process personal, telephone, online triage and e-requests
for appointments
c.
Answer incoming phone calls, transferring calls or
dealing with the callers request appropriately
d.
Signpost and care navigate patients to the correct
clinician or service
e.
Initiating contact with and responding to, requests from
patients, team members and external agencies
f.
Read code data on the clinical system
g.
Photocopy documentation as required
h.
Input data into the patients healthcare records as
necessary
i.
Direct requests for information i.e. SAR, insurance /
solicitors letters and DVLA forms to the administrative governance team and
document the financial information
j.
Manage all queries as necessary in an efficient manner
k.
Carry out system searches as requested and process the
practice DNA policy daily
l.
Maintain a clean, tidy, effective working area at all
times
m.
Monitor and maintain the reception area and notice boards
n.
Support all clinical staff with general tasks as
requested
o.
Ensure mandatory training is kept up to date
p.
Ensure the correct process for patient RIP are followed
q.
Ensure practice policies are adhered to at all times
r.
Complete opening and closing procedures of the practice
s.
Action the practice email accounts and follow up on tasks
on the clinical system
Secondary
Responsibilities
In
addition to the primary responsibilities, the medical administrator may be
requested to:
a.
Partake in audit as directed by the Business Manager
Job description
Job responsibilities
ASA Medical Group
Receptionist job description &
person specification
Job
Title
Medical Receptionist
Line
Manager
Operational` Manager
Accountable
to
Business
Manager
Hours
per week
[
Job
Summary
To be responsible for
undertaking a wide range of reception duties and the provision of general support
to the multidisciplinary team. Duties can
include but are not limited to, greeting and directing patients, effective
use of the appointment system, booking appointments, processing of
information and assisting patients as required. To act as the central point of contact for patients,
the distribution of information, messages and enquiries for the clinical
team, liaising with multidisciplinary team members and external agencies such
as secondary care and community service providers.
Mission
Statement
Our aim is
to provide quality patient care in an efficient, unbiased, timely manner.
Emphasising on staff training and development to provide excellent care to
continuously improve patient and staff satisfaction
Generic
Responsibilities
All
staff at TSP and TVGP have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards
ED&I creates and environment where all individuals are able to achieve
their full potential. Creating such an environment is important for three
reasons: it improves operational effectiveness, it is morally the right thing
to do, and it is required by law.
Patients and their families have the right to be
treated fairly and be routinely involved in decisions about their treatment
and care. They can expect to be treated with dignity and respect and will not
be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Patients have a responsibility
to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an
environment where diversity is valued and equality of opportunity is
promoted. Staff will not be discriminated against on any grounds including
age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Staff have a responsibility to ensure that you treat our patients and their
colleagues with dignity and respect.
Safety, Health,
Environment and Fire (SHEF)
This practice is committed to supporting and
promoting opportunities to for staff to maintain their health, well-being and
safety. You have a duty to take reasonable care of health and safety at work
for you, your team and others, and to cooperate with employers to ensure
compliance with health and safety requirements. All personnel are to comply
with the Health and Safety at Work Act 1974, Environmental Protection Act
1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and
other statutory legislation.
Confidentiality
This
practice is committed to maintaining an outstanding confidential service.
Patients entrust and permit us to collect and retain sensitive information
relating to their health and other matters, pertaining to their care. They do
so in confidence and have a right to expect all staff will respect their
privacy and maintain confidentiality at all times. It is essential that if,
the legal requirements are to be met and the trust of our patients is to be
retained that all staff protect patient information and provide a
confidential service.
Quality & Continuous Improvement (CI)
To
preserve and improve the quality of our output, all personnel are required to
think not only of what they do, but how they achieve it. By continually
re-examining our processes, we will be able to develop and improve the
overall effectiveness of the way we work. The responsibility for this rests
with everyone working within the practice to look for opportunities to
improve quality and share good practice.
This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this
is managed by the Operations Manager
Learning and Development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and competences
to perform their role. All staff will be required to partake and complete
mandatory training as directed by the training coordinator, as well as
participating in the practice training programme. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is
essential and all staff must ensure they communicate in a manner which
enables the sharing of information in an appropriate manner.
Service Delivery
Staff
must adhere to the information contained with practice policies and regional
directives, ensuring protocols are adhered to at all times. Staff will be given detailed information
during the induction process regarding policy and procedure.
Security
The
security of the practice is the responsibility of all personnel. Staff must
ensure they remain vigilant at all times and report any suspicious activity
immediately to their line manager. Under no circumstances are staff to share
the codes for the door locks to anyone and are to ensure that restricted
areas remain effectively secured.
Professional Conduct
Staff are required to dress
appropriately for their role. Administrative staff will be provided with a
uniform whilst clinical staff must dress in accordance with their role.
Primary
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.
Maintaining and monitoring the practice appointment
system
b.
Process personal, telephone, online triage and e-requests
for appointments
c.
Answer incoming phone calls, transferring calls or
dealing with the callers request appropriately
d.
Signpost and care navigate patients to the correct
clinician or service
e.
Initiating contact with and responding to, requests from
patients, team members and external agencies
f.
Read code data on the clinical system
g.
Photocopy documentation as required
h.
Input data into the patients healthcare records as
necessary
i.
Direct requests for information i.e. SAR, insurance /
solicitors letters and DVLA forms to the administrative governance team and
document the financial information
j.
Manage all queries as necessary in an efficient manner
k.
Carry out system searches as requested and process the
practice DNA policy daily
l.
Maintain a clean, tidy, effective working area at all
times
m.
Monitor and maintain the reception area and notice boards
n.
Support all clinical staff with general tasks as
requested
o.
Ensure mandatory training is kept up to date
p.
Ensure the correct process for patient RIP are followed
q.
Ensure practice policies are adhered to at all times
r.
Complete opening and closing procedures of the practice
s.
Action the practice email accounts and follow up on tasks
on the clinical system
Secondary
Responsibilities
In
addition to the primary responsibilities, the medical administrator may be
requested to:
a.
Partake in audit as directed by the Business Manager
Person Specification
Experience
Essential
- Person Specification - Receptionist
- QualificationsEssential
- Educated to GCSE level or equivalent
- Experience
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS / Systmone
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- 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
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check if lone working
Person Specification
Experience
Essential
- Person Specification - Receptionist
- QualificationsEssential
- Educated to GCSE level or equivalent
- Experience
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS / Systmone
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- 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
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check if lone working
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.