Job summary
We
are looking for an enthusiastic and hard-working Receptionist/Administrator to
join our friendly team in the beautiful village of Godstone. The position is part-time,
30 hours per week, Monday to Friday. This will be a combination of shifts, either
8.00am to 4.00pm or 10.30am to 6.30pm, with occasional late-night cover until 8.00pm on a
Thursday.
Main duties of the job
The main
responsibilities of this role include dealing with patient enquiries face to
face, over the telephone, and through our interactive website or the NHS App.
You
will manage patient requests via our digital triage platform, as well as
communicate with GPs and other healthcare professionals to ensure that a safe
and efficient service is provided to our 7,000 patients.
Daily administrative
tasks will include booking appointments, prescription management, registering new
patients, managing the generic email inbox and scanning and coding all incoming
correspondence, including clinic letters from hospital consultants and
discharge summaries.
Managing appointment requests and queries via our
interactive website is a key part of this role, as this is the main route of
communication between patients and the practice. SystmOne is our clinical IT
system, and Accurx is used as our digital messaging platform. Full training
will be provided as part of the induction process.
This is a
varied role offering training and development opportunities in-house and across
the wider DHC GP Federation. This role is suited to someone who enjoys working
in a fast-paced environment where each day brings new challenges and successes.
Please note that we reserve the right to close
the advert early if we receive sufficient applications.
About us
We are a vibrant and friendly team who are devoted to delivering a high standard of healthcare and customer service to our patients.
DHC GP Federation is a patient-focused and proactive community-based independent provider of NHS services with strong links to all the GPs working within our Federation of 7 Primary Care Networks, including 19 GP Practices across Surrey from Epsom and Dorking to Godstone.
DHC was awarded the contract to run Pond Tail, Godstone GP Practice from 1st January 2022 and has recruited additional administrative and clinical staff to increase the team of staff working within the Practice to re-establish the service after a period of considerable change. DHC has a strong commitment to delivering high-quality community-oriented services and to working in partnership with service users, carers, health and social care agencies and voluntary agencies.
The benefits we offer include:
- Competitive salaries
- Membership of the NHS pension scheme
- 27 days annual leave plus bank holidays, increasing with length of service
- Access to an Employee Assistance Programme
- Opportunities for training, development, and career progression
Some of our sites have free on-site parking (subject to availability)
We aim to be an employer of choice and conduct annual staff satisfaction surveys
We encourage and promote diversity, ensure all voices are heard and included, and are committed to equal opportunities for all.
Job description
Job responsibilities
JOB SUMMARY
The main aim for this job role is to ensure the smooth running of the surgery for patients and clinicians through operating an effective and efficient appointments system and providing administrative support to all members of the practice team.
DUTIES AND RESPONSIBILITIES OF THE POST
Main duties and responsibilities of the post:
Management of electronic medical records
- Ensure that records are up to date, comprehensive and accurate
- Scan incoming documents to SystmOne using workflow templates to ensure accurate coding
- Enter records of patient interactions on SystmOne as instructed
- Manage communications from patients and healthcare professionals via an interactive website and NHS App
- Handling the safe and timely processing of requests for repeat prescriptions from patients.
Management of paper medical records
- Ensure that records are available for urgent consultations or other purposes as required
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure records are kept neat and tidy and in good repair, with all necessary information recorded correctly on the outer cover
Management of the appointment system
- Ensure total familiarity with the appointment system, including regular and incidental variations
- Book appointments and recalls, ensuring sufficient information is recorded in line with our digital triage policy and signposting tools
- Monitor flow of patients into the waiting room, ensuring the appointment system accurately reflects the arrival of patients
- Monitor the effectiveness of the system and report any problems or variations to the Practice Manager
- Book home visits when appropriate
Administrative support
- Provide administrative support to members of the primary health care team.
- Liaise with Consultants & their secretaries
- Answer general enquiries from patients over the telephone & at the main reception or signpost to the correct service
- Monitor the surgery email inbox and action documents accordingly
- Undertake other relevant duties as required.
ORGANISATIONAL POSITION
The Administrator/Receptionist will report to the Practice Manager.
INDIVIDUAL RESPONSIBILITIES
- Adhere to DHC policies and procedures and relevant legislation, including the requirements of any professional bodies attend mandatory training as identified by the DHC. Be particularly aware of the importance of Equality and Diversity, ensuring that all colleagues, patients, clients and visitors are dealt with in line with DHC policy.
- Participate in reflection, self-evaluation and continuous professional development, including performance review. Ensure mandatory training is up-to-date at all times.
- Contribute to ongoing projects as required.
- This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following consultation with the post-holder. Additional duties and responsibilities that are in line with the scope and responsibility of the role may be added in future.
CONFIDENTIALITY
The post holder must maintain the confidentiality of information about patients, clients, staff and DHC business in accordance with the Data Protection Act 2018 and Caldicott Principles.
WORK SETTING AND REVIEW
The post holder will work under the guidance and leadership of the Practice Manager and Clinical Lead GP for Pond Tail. Once familiar with the surgery and DHCs systems, policies and procedures, s/he will be expected to proactively manage their day-to-day tasks, prioritising them accordingly with the minimum supervision required.
Regular meetings with the PM will take place in order to discuss and prioritise work, and any issues or problems are to be reported to and discussed with the PM at the earliest opportunity.
Annual appraisals take place within DHC, during which yearly objectives are set. These are monitored regularly to ensure they are successfully achieved.
All staff at DHC are encouraged to develop their skills to keep them up to date and to learn new systems and procedures.
This
job description represents an outline of the responsibilities of the post and
is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with
organisational needs and may be amended following agreement with the
post-holder.
Please note that we reserve the right to close
the advert early if we receive sufficient applications.
Job description
Job responsibilities
JOB SUMMARY
The main aim for this job role is to ensure the smooth running of the surgery for patients and clinicians through operating an effective and efficient appointments system and providing administrative support to all members of the practice team.
DUTIES AND RESPONSIBILITIES OF THE POST
Main duties and responsibilities of the post:
Management of electronic medical records
- Ensure that records are up to date, comprehensive and accurate
- Scan incoming documents to SystmOne using workflow templates to ensure accurate coding
- Enter records of patient interactions on SystmOne as instructed
- Manage communications from patients and healthcare professionals via an interactive website and NHS App
- Handling the safe and timely processing of requests for repeat prescriptions from patients.
Management of paper medical records
- Ensure that records are available for urgent consultations or other purposes as required
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure records are kept neat and tidy and in good repair, with all necessary information recorded correctly on the outer cover
Management of the appointment system
- Ensure total familiarity with the appointment system, including regular and incidental variations
- Book appointments and recalls, ensuring sufficient information is recorded in line with our digital triage policy and signposting tools
- Monitor flow of patients into the waiting room, ensuring the appointment system accurately reflects the arrival of patients
- Monitor the effectiveness of the system and report any problems or variations to the Practice Manager
- Book home visits when appropriate
Administrative support
- Provide administrative support to members of the primary health care team.
- Liaise with Consultants & their secretaries
- Answer general enquiries from patients over the telephone & at the main reception or signpost to the correct service
- Monitor the surgery email inbox and action documents accordingly
- Undertake other relevant duties as required.
ORGANISATIONAL POSITION
The Administrator/Receptionist will report to the Practice Manager.
INDIVIDUAL RESPONSIBILITIES
- Adhere to DHC policies and procedures and relevant legislation, including the requirements of any professional bodies attend mandatory training as identified by the DHC. Be particularly aware of the importance of Equality and Diversity, ensuring that all colleagues, patients, clients and visitors are dealt with in line with DHC policy.
- Participate in reflection, self-evaluation and continuous professional development, including performance review. Ensure mandatory training is up-to-date at all times.
- Contribute to ongoing projects as required.
- This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following consultation with the post-holder. Additional duties and responsibilities that are in line with the scope and responsibility of the role may be added in future.
CONFIDENTIALITY
The post holder must maintain the confidentiality of information about patients, clients, staff and DHC business in accordance with the Data Protection Act 2018 and Caldicott Principles.
WORK SETTING AND REVIEW
The post holder will work under the guidance and leadership of the Practice Manager and Clinical Lead GP for Pond Tail. Once familiar with the surgery and DHCs systems, policies and procedures, s/he will be expected to proactively manage their day-to-day tasks, prioritising them accordingly with the minimum supervision required.
Regular meetings with the PM will take place in order to discuss and prioritise work, and any issues or problems are to be reported to and discussed with the PM at the earliest opportunity.
Annual appraisals take place within DHC, during which yearly objectives are set. These are monitored regularly to ensure they are successfully achieved.
All staff at DHC are encouraged to develop their skills to keep them up to date and to learn new systems and procedures.
This
job description represents an outline of the responsibilities of the post and
is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with
organisational needs and may be amended following agreement with the
post-holder.
Please note that we reserve the right to close
the advert early if we receive sufficient applications.
Person Specification
Qualifications
Essential
- Studied to a minimum standard of GCSE (Grade A-C) or equivalent, in English and Maths.
Experience
Essential
- Previous successful administration experience in a similar role (minimum of one year).
- Experience in using Word and email.
Other factors
Essential
- Efficient and meticulous approach to undertaking tasks.
Skills and Aptitudes
Essential
- Attention to detail and maintaining accuracy in all work.
- Organised, good time management skills.
- Able to cope with a busy workload.
- Positive approach, calm under pressure.
- Ability to form and maintain good working relationships with colleagues and patients.
- Ability to work constructively as part of a small team.
- Able to maintain confidentiality at all times.
Person Specification
Qualifications
Essential
- Studied to a minimum standard of GCSE (Grade A-C) or equivalent, in English and Maths.
Experience
Essential
- Previous successful administration experience in a similar role (minimum of one year).
- Experience in using Word and email.
Other factors
Essential
- Efficient and meticulous approach to undertaking tasks.
Skills and Aptitudes
Essential
- Attention to detail and maintaining accuracy in all work.
- Organised, good time management skills.
- Able to cope with a busy workload.
- Positive approach, calm under pressure.
- Ability to form and maintain good working relationships with colleagues and patients.
- Ability to work constructively as part of a small team.
- Able to maintain confidentiality at all times.
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.
