Job summary
Kingston GP Chambers is a federation of 20 GP practices across the borough of Kingston.
Our head office is based just off the high street in New Malden and is right next to the train station. We also occupy space at Surbiton Health Centre, where some of the specialist clinics are based.
We are looking for an experienced Medical receptionist/administrator to join our talented team and provide support for our education centre and specialist clinics.
The successful post-holder will provide an efficient and effective administration and reception service for Kingston
GP Chambers services. This will involve dealing with GPs, patients, family
members/carers in a very friendly and caring manner, either in person or via
the telephone.
We are ideally seeking a part-time receptionist to work Mondays and Tuesdays (9am - 5pm) at our head office in New Malden (KT3 4HG)
Experience within primary care is essential as is working knowledge of EMIS and DOCMAN systems.
Please note, we reserve the right to close the job advert early based on a high volume of applications. We would therefore encourage all applicants to submit their applications as soon as possible.
Kingston GP Chambers do not provide sponsorship. We are therefore only able to accept applications from those who have right to work in the UK
Main duties of the job
- Answer incoming phone calls and deal with all queries in a timely manner.
- Manage clinic list for minor illness and education centre clinics that day and include all patient details.
- Check patients in for appointment and direct them to the correct waiting area.
- Book follow-up appointments in to the correct clinic when patient returns to reception desk after their appointment.
- Create consultation letter for each patient after their appointment and send to their GP surgery via direct message on EMIS print copy for patient if required.
- Send text reminders for clinics the following day and include photo requests if needed.
- Reschedule cancelled clinics
- Complete requested referrals
- Deal with any GP, student or patient related queries
- Complete tasks on EMIS system.
- Ensure that all mailboxes are checked daily and all queries are actioned
- Scanning.
- Ensure all cups/cutlery are washed up and tidied away.
- Ensure reception area is clean and tidy, ready for the evening/weekend receptionist.
- Complete opening and locking up procedures (CI Tower)
About us
Kingston GP Chambers is a Federation of all NHS General Practices within the Royal Borough of Kingston upon Thames. It was founded in 2008 as a limited company whose shareholders are all 20 GP Practices within Kingston. The company is led by a Board of Directors who are also GP Partners in their own Practices within Kingston.
Kingston GP Chambers has worked collaboratively with both secondary care and the private sector. At present we provide community clinics for Dermatology, Neurology and Diabetes.
In addition, Kingston GP Chambers are at the forefront of improving patient access to primary care.
We deliver a comprehensive extended hours service offering GP appointments across three hubs in the evenings Monday to Friday, over the weekend and on Bank Holidays.
Kingston GP Chambers has the ability to respond rapidly, and we have continued to demonstrate the capability to provide high-quality, innovative and timely solutions to improving patient care and experience.
We work closely alongside the other GP Federations in Southwest London to continue the government's five-year forward plan and deliver patient services in the community.
We aim to continue to grow as we are increasingly recognised as the provider of choice for extended, enhanced and urgent GP services.
We also expect an increasing role as we support, reinforce and develop the position of general practice as the core building block for an increasing range of jointly-provided services.
Job description
Job responsibilities
Job Purpose
To provide an efficient and effective administration and reception service for Kingston GP Chambers services. This will involve dealing with GPs, patients, family members/carers in a very friendly and caring manner, either in person or via the telephone.
Dimensions
Answer incoming phone calls and deal with all queries in a timely manner. Manage clinic list for minor illness and education centre clinics that day and include all patient details.
- Check patients in for appointment and direct them to the correct waiting area.
- Book follow-up appointments in to the correct clinic when patient returns to reception desk after their appointment.
- Create consultation letter for each patient after their appointment and send to their GP surgery via direct message on EMIS print copy for patient if required.
- Send text reminders for clinics the following day and include photo requests if needed.
- Reschedule cancelled clinics
- Complete requested referrals
- Deal with any GP, student or patient related queries
- Complete tasks on EMIS system.
- Ensure that all mailboxes are checked daily and all queries are actioned
- Scanning.
- Ensure all cups/cutlery are washed up and tidied away.
- Ensure reception area is clean and tidy, ready for the evening/weekend receptionist.
- Complete opening and locking up procedures
Communications and working relationships
Internal:
- CEO
- Operations Lead
- Admin team
- Wider KGPC employees
- GPs
External:
- GP practice staff
- 111 service
- Kingston General Hospital
- Patients
Generic responsibilities
The post holder will be expected to work in line with the KGPC values which are:
General Duties
- To undertake any other reasonable duty, which is appropriate to the band when requested by senior staff.
- To be familiar with and comply with all the Companies policies, procedures, protocols and guidelines.
- To demonstrate an understanding and commitment to the Companies values.
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, Company staff and other healthcare workers. They may also have access to information relating to the company 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 company may only be divulged to authorised persons in accordance with the company policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the organisation 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.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
- Developing their own portfolio of expertise and knowledge in line with the philosophy of the Education Centre.
Quality:
The post-holder will strive to maintain quality within the organisation, 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 patients needs
- Effectively manage own time, workload and resources.
Communication:
The post-holder should recognise 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.
This job description is designed to reflect duties currently incorporated in this post. These may change in light of a change in the service provided by the company, but any such change will be fully discussed with the post holder. This job description is subject to an annual review.
Job description
Job responsibilities
Job Purpose
To provide an efficient and effective administration and reception service for Kingston GP Chambers services. This will involve dealing with GPs, patients, family members/carers in a very friendly and caring manner, either in person or via the telephone.
Dimensions
Answer incoming phone calls and deal with all queries in a timely manner. Manage clinic list for minor illness and education centre clinics that day and include all patient details.
- Check patients in for appointment and direct them to the correct waiting area.
- Book follow-up appointments in to the correct clinic when patient returns to reception desk after their appointment.
- Create consultation letter for each patient after their appointment and send to their GP surgery via direct message on EMIS print copy for patient if required.
- Send text reminders for clinics the following day and include photo requests if needed.
- Reschedule cancelled clinics
- Complete requested referrals
- Deal with any GP, student or patient related queries
- Complete tasks on EMIS system.
- Ensure that all mailboxes are checked daily and all queries are actioned
- Scanning.
- Ensure all cups/cutlery are washed up and tidied away.
- Ensure reception area is clean and tidy, ready for the evening/weekend receptionist.
- Complete opening and locking up procedures
Communications and working relationships
Internal:
- CEO
- Operations Lead
- Admin team
- Wider KGPC employees
- GPs
External:
- GP practice staff
- 111 service
- Kingston General Hospital
- Patients
Generic responsibilities
The post holder will be expected to work in line with the KGPC values which are:
General Duties
- To undertake any other reasonable duty, which is appropriate to the band when requested by senior staff.
- To be familiar with and comply with all the Companies policies, procedures, protocols and guidelines.
- To demonstrate an understanding and commitment to the Companies values.
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, Company staff and other healthcare workers. They may also have access to information relating to the company 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 company may only be divulged to authorised persons in accordance with the company policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the organisation 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.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
- Developing their own portfolio of expertise and knowledge in line with the philosophy of the Education Centre.
Quality:
The post-holder will strive to maintain quality within the organisation, 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 patients needs
- Effectively manage own time, workload and resources.
Communication:
The post-holder should recognise 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.
This job description is designed to reflect duties currently incorporated in this post. These may change in light of a change in the service provided by the company, but any such change will be fully discussed with the post holder. This job description is subject to an annual review.
Person Specification
Specialist knowledge and skills
Essential
- Good interpersonal skills
- Ability to manage time effectively
- Good communication skills
Qualifications
Essential
- Good level of education or demonstrable work experience
Experience
Essential
- Experience of providing good level of customer service
- Previous experience providing admin support
- Experience of working in a busy environment
Desirable
- Previous experience working within primary care
Person Specification
Specialist knowledge and skills
Essential
- Good interpersonal skills
- Ability to manage time effectively
- Good communication skills
Qualifications
Essential
- Good level of education or demonstrable work experience
Experience
Essential
- Experience of providing good level of customer service
- Previous experience providing admin support
- Experience of working in a busy environment
Desirable
- Previous experience working within primary care
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.
