Admin/reception GP Practice (20 H/week) Prior GP practice exp. MUST

Job description

Job responsibilities

Job Responsibilities:

Management of Long term Conditions : call/recall and administration. Maintain High Risk Registers (Vulnerable patients, Learning disabilities, Safeguarding etc).

Book, Cancel, amend patients appointments using clinical staff on System 1

Maintain good rapport/relationships between internal and external NHS bodies/parties of the practice at all times

Arrange appointments for patient reviews as part of QoF, out of hospital target (OOH), dashboards and other practice priorities paying attention to CQC best practice guidelines.

Keep your working environment clean, tidy and free from clutter at all times; paying due attention to infection control and health and safety guidelines/procedures.

Ensure that you provide an efficient, professional and detailed handover to the member of staff taking over from you before you leave your duty.

Ensure that the admin duties/tasks allocated to you for that day are completed within the appropriate timelines. If this is not possible, inform your line manager immediately. Admin duties include patient recalls (tasks), Ask my GP requests, GP links (all aspects), reception in-tray, patient records delivery/collection and prescriptions.

Log and deal with insurance form/letter requests accurately and within the correct timeframe appropriate procedure.

Book interpreters for patients as required (double appointment).

Book emergency and non-urgent transport for patients at the request of clinicians.

Actively participate in Practice Training to ensure you provide a high level of service for the practice. This will mean you may need to attend training sessions outside of your normal working hours as well as within your working hours. You will be expected to do this to ensure that the safety of patients and the Practices adherence to the NHS Contract is achieved.

Advise patients of relevant charges for private (non NHS) services, accept payment and issue receipts for same.

Enter patient information on to the computer as required and as appropriate and within the correct time frame for safety of receipt of the information

Scan and action the clinical correspondence as per the GP instructions into the patients medical records.

To have and overview of the demands and complete workflow of the practice

Open and deal with the internal and external post on the regular basis

Man the practices email box

Reply to urgent emails within 48 hours and urgent ones within 24 hours

Ensure shared areas as well as your own working area is kept tidy; kitchen, waiting rooms

Ensure that all new patients are registered onto the computer system promptly and accurately, this should be within 48 hours that they attended the practice to register.

To partake in practices targets by asking patients to complete patient surveys

Proactively inform patients of benefits for signing up in the online services where patients can book appointments, order repeat prescriptions and view their medical records

Attend reception and staff meetings

Be flexible to cover shifts in the event of staff holidays and sickness at short notice.

Notify your line manager or a Partner of any untoward incidents or near misses. These need to be dealt with using the significant event process.

Effectively signpost patients to other services appropriate to their needs

Undertake any other additional duties appropriate to the post as requested by the Partner or the Practice Management.

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

• 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

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk, particularly upon observation of failure by a team member.
• 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 patients needs
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team

• Communicate effectively with other team members

Communication skills should include active listening and the ability to respond to feedback.

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

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Previous NHS experience
• Previous Customer management experience

Experience

Essential

• Experience of working in a GP practice
• Confident speaker
• Proficient typing skills
• IT skills (experience with office 365, outlook, etc.)
• Customer facing experience

Desirable

• Multilingual

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.

Employer details

Employer name

Hounslow Family Practice

Address

The Hounslow Family Practice

77 Lampton Road

Hounslow

TW3 4JX

Employer's website

https://www.hounslowfamilypractice.nhs.uk/ (Opens in a new tab)