Job summary
Working at Hazlemere Surgery we require a Receptionist for between 12 and 20 hours a week.
This busy GP practice is looking for candidates to fulfull the role of a Medical Receptionist and become part of our friendly and excellent team at both our branches.
Applicants should enjoy working in a vibrant environment and have good general IT skills. They must be able to provide excellent customer service to our patients and possess the ability to manage and prioritise a busy/varied workload. Common sense, flexibility, compassion and a "can do" approach is essential for this position.
The successful candidates will work as members of a cohesive team consisting of General Practitioners, Practice Nurses and Administrative staff to support the delivery of high quality care.
Informal chats and visits to our Practice are welcome for all candidates.
Main duties of the job
Duties of a Medical Receptionist at Hazlemere Surgery will include:
Greet and manage the patients (in person or by telephone)
Dealing with queries from patients and clinicians
General administrative tasks (eg. registering patients, processing prescriptions, contacting patients and providers, booking patients in for appointments).
You will be encouraged to be an active part of the team and be given the opportunity to put forward any ideas and suggestions
Previous experience in a medical environment is desirable but not essential.
The successful applicant will be expected to work morning (8 am starts) and afternoon shifts (6.30 pm finishes) Monday to Friday.
You will need to flexible as the role will also include additional holiday/sickness cover when required.
The individuals will be trained to use the IT system, including EMIS and other software systems. They will have access to the NHS pension scheme and receive employee benefits (i.e. annual leave allowance).
The post is subject to the completion of a 6 month probationary period and a satisfactory DBS Check.
About us
Desborough & Hazlemere Surgery is a well-established practice serving 13000 patients across two sites in High Wycombe, a large, diverse town in Buckinghamshire.
You will become a key part of the team, consisting of 7 GPs (including 2 Partners), experienced and organised Nurses/Health Care Assistants, management and administrative teams as well as our wider Primary Care Network team including pharmacists, paramedics and social prescribers.
There is a friendly atmosphere established at both our sites, a long with a 'can do' work ethic. There is a loyal and well established team in place, with a very low staff turnover rate.
All staff are invited to have an input into the development and smooth running of the Practice.
Job description
Job responsibilities
Main duties and responsibilities
of the post
1. Reception and Admin duties
- Greet all patients in a friendly,
courteous and welcoming manner, whether face to face or by telephone
- Undertake Admin tasks appropriate to the
role, to ensure the efficient running of the practice computer system,
carrying out searches, audits and recalls as required.
- Arrange the collection and dispatch of patients’
notes as required.
- Report
faults to the software supplier and/or appropriate IT support desk, and track
progress.
- As receptionist, ensure accurate and
efficient use of the computerised appointment system and monitor flow of patients
into consulting and treatment rooms.
- Respond to requests from clinicians (e.g. for
files, telephone calls, refreshments) in a timely and friendly manner.
- Explain practice arrangements and formal
requirements to new patients and those seeking temporary cover. Ensure procedures are completed by
making up patient records and transferring details on to the computer.
- Respond to all queries and requests for
assistance from patients and other visitors, ensuring that any urgent or
serious medical problems are given priority.
- Enter requests for home visits into visit
book and messages for doctors in the message book and/or on the computer
screen, stating time received and including all relevant information and
where necessary refer to the Duty Doctor.
- Check that messages have been actioned,
reminding doctors as appropriate and deal with requests for action
received via the clinical system.
- Receive requests for prescriptions from
patients, and deal with these in accord with the practice policy.
- As receptionist, ensure Repeat
Prescriptions and Queries are dealt with each morning.
- Ensure reception and waiting areas are
kept neat and tidy.
2. Management of appointment systems
·
Book appointments and recalls taking note of
the Practice policy for access to clinicians.
- Monitor effectiveness of the system and
report any problems or variations required.
3. Management of medical records
- Assist with the
accurate input of data to the clinical and document management systems
- Arrange retrieval and re-filing of records
as required. Ensure records are kept neat and tidy and in good repair.
- Ensure correspondence, reports, results etc.
are opened promptly, date stamped and passed to the relevant staff.
4. Preparation
of consulting rooms
- Ensure that the consulting rooms are
prepared in readiness for each consulting session, checking for the full
range of forms and re-stocking as required.
- Ensure that the consulting rooms are
checked at the end of each consulting session and left tidy and secure.
5. Operation of telephone system
- Receive and make calls as required,
answering the phone within the surgery policy. Divert calls and take messages as
appropriate.
- Ensure that system is operational at the
beginning of each day and switched over to night service at the end of
each day.
6. Start and end of day procedures
- Open up premises at the start of day, deactivate
the alarm and make all necessary preparation to receive patients.
- Secure premises at the end of day; ensure
the building is secured, internal lights off and alarm activated.
- Be able to start at 7:45 am and finish at
6.30 pm. Finishes later than 6:30 pm or work on a Saturday may be required
dependent on the Practice “access” policy.
7. Special
requirements of the post
- An understanding, acceptance and adherence
to the need for strict confidentiality.
- An ability to use own judgment,
resourcefulness, common sense and local knowledge to respond to patients’
enquiries and requests.
- An ability to work at either the Desborough
or Hazlemere surgeries, if staffing requirements dictate.
- Excellent communication skills
- Ability to make a good cup of tea and
coffee!
8. Any
other delegated procedures appropriate to the post
This job
description covers the main duties that the post holder is expected to
undertake. These duties may be revised
from time to time.
This
post is subject to a satisfactory Disclosure and Barring Service (DBS) check.
Job description
Job responsibilities
Main duties and responsibilities
of the post
1. Reception and Admin duties
- Greet all patients in a friendly,
courteous and welcoming manner, whether face to face or by telephone
- Undertake Admin tasks appropriate to the
role, to ensure the efficient running of the practice computer system,
carrying out searches, audits and recalls as required.
- Arrange the collection and dispatch of patients’
notes as required.
- Report
faults to the software supplier and/or appropriate IT support desk, and track
progress.
- As receptionist, ensure accurate and
efficient use of the computerised appointment system and monitor flow of patients
into consulting and treatment rooms.
- Respond to requests from clinicians (e.g. for
files, telephone calls, refreshments) in a timely and friendly manner.
- Explain practice arrangements and formal
requirements to new patients and those seeking temporary cover. Ensure procedures are completed by
making up patient records and transferring details on to the computer.
- Respond to all queries and requests for
assistance from patients and other visitors, ensuring that any urgent or
serious medical problems are given priority.
- Enter requests for home visits into visit
book and messages for doctors in the message book and/or on the computer
screen, stating time received and including all relevant information and
where necessary refer to the Duty Doctor.
- Check that messages have been actioned,
reminding doctors as appropriate and deal with requests for action
received via the clinical system.
- Receive requests for prescriptions from
patients, and deal with these in accord with the practice policy.
- As receptionist, ensure Repeat
Prescriptions and Queries are dealt with each morning.
- Ensure reception and waiting areas are
kept neat and tidy.
2. Management of appointment systems
·
Book appointments and recalls taking note of
the Practice policy for access to clinicians.
- Monitor effectiveness of the system and
report any problems or variations required.
3. Management of medical records
- Assist with the
accurate input of data to the clinical and document management systems
- Arrange retrieval and re-filing of records
as required. Ensure records are kept neat and tidy and in good repair.
- Ensure correspondence, reports, results etc.
are opened promptly, date stamped and passed to the relevant staff.
4. Preparation
of consulting rooms
- Ensure that the consulting rooms are
prepared in readiness for each consulting session, checking for the full
range of forms and re-stocking as required.
- Ensure that the consulting rooms are
checked at the end of each consulting session and left tidy and secure.
5. Operation of telephone system
- Receive and make calls as required,
answering the phone within the surgery policy. Divert calls and take messages as
appropriate.
- Ensure that system is operational at the
beginning of each day and switched over to night service at the end of
each day.
6. Start and end of day procedures
- Open up premises at the start of day, deactivate
the alarm and make all necessary preparation to receive patients.
- Secure premises at the end of day; ensure
the building is secured, internal lights off and alarm activated.
- Be able to start at 7:45 am and finish at
6.30 pm. Finishes later than 6:30 pm or work on a Saturday may be required
dependent on the Practice “access” policy.
7. Special
requirements of the post
- An understanding, acceptance and adherence
to the need for strict confidentiality.
- An ability to use own judgment,
resourcefulness, common sense and local knowledge to respond to patients’
enquiries and requests.
- An ability to work at either the Desborough
or Hazlemere surgeries, if staffing requirements dictate.
- Excellent communication skills
- Ability to make a good cup of tea and
coffee!
8. Any
other delegated procedures appropriate to the post
This job
description covers the main duties that the post holder is expected to
undertake. These duties may be revised
from time to time.
This
post is subject to a satisfactory Disclosure and Barring Service (DBS) check.
Person Specification
Qualifications
Essential
- Demonstrable numeracy and alphabet (reading, writing and spelling) skills.
Qualities/Attributes
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated multi-skilled team
- Pleasant and articulate
- Able to work under pressure
- Able to work in a changing environment
- Able to use own initiative
- Able to multitask
Knowledge/Skills
Essential
- Excellent communication skills
- Proficient IT skills (e.g. use of Word, emails, keyboard and mouse skills)
Desirable
- Experience of working with EMIS (Clinical Software).
Experience
Essential
- Experience of working in a public reception environment
- Experience of telephone answering and operation
- Experience of dealing with the public/patients
Desirable
- Experience of working in a GP Practice or similar setting
Other
Essential
- Flexibility of working hours/ able to work at the desired times, including cover when colleagues on holiday, and possibility of Saturdays.
Desirable
- Non smoker
- Car driver/clean licence
Person Specification
Qualifications
Essential
- Demonstrable numeracy and alphabet (reading, writing and spelling) skills.
Qualities/Attributes
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated multi-skilled team
- Pleasant and articulate
- Able to work under pressure
- Able to work in a changing environment
- Able to use own initiative
- Able to multitask
Knowledge/Skills
Essential
- Excellent communication skills
- Proficient IT skills (e.g. use of Word, emails, keyboard and mouse skills)
Desirable
- Experience of working with EMIS (Clinical Software).
Experience
Essential
- Experience of working in a public reception environment
- Experience of telephone answering and operation
- Experience of dealing with the public/patients
Desirable
- Experience of working in a GP Practice or similar setting
Other
Essential
- Flexibility of working hours/ able to work at the desired times, including cover when colleagues on holiday, and possibility of Saturdays.
Desirable
- Non smoker
- Car driver/clean licence