About this role
Job summary
Scott Arms Medical Centre is seeking an experienced, reliable and organised GP Receptionist to join our busy practice team on an initial 12-month fixed-term contract.
Previous experience working in a GP practice and using SystmOne is essential.
The successful candidate will provide a professional, welcoming and patient-focused reception service, alongside a range of administrative duties, including managing telephone calls and appointments, processing prescriptions, patient registrations and deductions, managing clinical correspondence and workflow, and maintaining accurate patient records.
The role requires excellent communication and organisational skills, good IT ability, attention to detail and the ability to work calmly and efficiently in a busy healthcare environment.
Working Arrangements
This is an initial 12-month fixed-term position, working four days per week, ideally Monday, Wednesday, Thursday and Friday, with Tuesdays excluded.
The working day is 8:00 am to 4:30 pm, including a 30-minute unpaid lunch break, equating to 8 paid hours per day and 32 paid hours per week.
The successful candidate will work under the direction of the Reception Team Leader and contribute to the effective day-to-day running of the practice.
Main duties of the job
Key Responsibilities
Provide a professional, courteous and compassionate service to patients and visitors, both face-to-face and by telephone.
Manage telephone calls, patient enquiries, appointments and messages efficiently.
Use SystmOne to maintain patient records, process registrations and deductions, and undertake administrative and workflow tasks.
Process repeat prescription requests in accordance with practice procedures, referring clinical queries to the appropriate healthcare professional.
Receive, scan, code, file and allocate clinical correspondence and documents to the appropriate patient records and staff members.
Undertake general administration, including data entry, filing, patient communications and other routine practice duties.
Recognise urgent concerns, errors and safeguarding issues and escalate them in accordance with practice procedures.
Maintain strict patient confidentiality and comply with data protection, information governance, health and safety and other practice policies.
Work collaboratively with reception colleagues, clinicians and the wider practice team, ensuring tasks are prioritised and handed over appropriately.
Attend relevant training and meetings and undertake other reasonable duties appropriate to the role.
About us
Our mission is to provide an excellent, high quality health experience for all our patients. We are a large team, supporting approx 11,300 patients across our catchment area in the Great Barr area.
Our team cross cover and support each other and we have fantastic relationships with the local community services including pharmacies, CCG and our PCN.
Job description Job responsibilities
Accountable to Team Leader & Practice Manager
Responsible for dealing with all matters concerning the non clinical care of patients, either F2F on by telephone. A strong professional and flexible approach is essential for the day to day running of the organisation of the practice and in the approach to future developments.
Job Responsibilities: The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the flowing list. Duties may be varied from time to time under the direction of the Team Leader, Practice Manager and Deputy Practice Manager, dependent on current and evolving practice workload and staffing levels.
Maintaining security in accordance with practice protocols
Being aware of and remaining abreast of practice policies and protocols
Knowing where to find phone numbers, policies and contacts
Computer data entry/data collection and collation; processing and recording information in accordance with practice procedures
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
Clearing and re-stock consulting rooms as required
Providing clerical assistance to the practice, pcn and CCG staff as required from time to time, including word/data processing, filing, photocopying, scanning
Providing refreshments for staff and visitors as required; keeping the kitchen area tidy and collecting cups from clinical rooms
Keeping the reception area tidy and free from obstructions and clutter
Charging patients the appropriate amount for private work, providing a receipt to the patient and recording charge in the receipt book
Receiving, checking and signing for deliveries
Maintaining a record of daily lab tests, both outgoing and incoming, in a manner suited to the needs of the practice
Filing of notes
Prescription Processing including EPS
Processing F2F and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Taking messages and passing on information
Other tasks
This job description does not represent an exhaustive list of duties and responsibilities and it may be amended in light of any organisational and development requirements of the Practice.
Cover for holidays and sickness as and when it is needed.
Ideally you will have experience of working in a GP Practice and using System one Clinical System and DOCMAN would also be beneficial.
To act as the first point of contact for anyone visiting the surgery or calling on the telephone.
To receive patients on arrival and direct them to the correct surgery when required.
To deal politely and efficiently with visitors and, as a member of the practice team, provide a courteous and helpful service.
To ensure patient notes are correctly extracted and re-filed when necessary.
To ensure patient confidentiality is respected at all times and to adhere to the Data Protection Act.
Answer telephone and deal with or re-direct enquiries, booking appointments etc.
Receive prospective patients and register patients.
Answer queries with regard to results of recent tests e.g. bloods, urine or X-rays. This includes contacting the hospital(s) for those results if necessary. Inform patients, when directed by a doctor, of the need to make a follow-up appointment at the Surgery.
Take in requests for repeat prescriptions, hand out completed prescriptions and prepare the forms for a GPs signature when necessary. Maintain a record in the book of items received into the surgery.
Cancel appointments when necessary, contact the patient(s) and re-book if required.
Book patient hospital transport when required.
Contact the emergency services when necessary.
Liaise with doctors to make appointments for private medicals when required.
At the start of each session period, open the surgery and GP rooms and ensure that everything is ready for the upcoming session. Also ensure the patient display is correctly set.
At the end of surgery check that the out of hours message system is working
On leaving the premises ensure the workstation computers are switched off, doors are locked, windows & skylights shut and, if last to leave, the alarm is set.
About the Ideal Candidate
We are looking for an experienced GP receptionist who is confident using SystmOne, organised, dependable and accurate, with a strong commitment to patient care, confidentiality and teamwork.
The successful candidate will be able to communicate effectively with patients and colleagues and support the smooth and efficient running of Scott Arms Medical Centre.
Person Specification
Experience Essential
Essential Criteria Previous experience working in a GP practice. Previous experience using the SystmOne clinical system. Knowledge of GP reception and administrative procedures. Good IT and computer skills. Excellent verbal and written communication skills. A professional, approachable and patient-focused manner. Strong organisational skills and attention to detail. Ability to prioritise competing demands in a busy environment. Ability to work independently and as part of a team. Understanding of patient confidentiality, data protection and information governance. Reliability, flexibility and a positive, professional attitude.
Desirable
Experience managing clinical workflow and correspondence. Experience processing prescriptions, patient registrations and deductions. Familiarity with NHS administrative requirements and general practice procedures.
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 Scott Arms Medical Centre
Address Whitecrest
Birmingham
B43 6EE
United Kingdom
Employer's website https://www.scottarmsmedical.co.uk (Opens in a new tab)