About this role
Job summary
We are looking to recruit two part-time Medical Receptionists / Administrators with a positive, can-do approach to join Spring-Fenisco Healthlink and Pringle Street Surgery:
Post 1: 25 hours per weekPost 2: 20 hours per weekBoth posts are spread across five working days, Monday to Friday, with cross-site working across three surgeries:
The role includes reception and administrative work. Your working hours, site allocation and reception or administrative duties will be clearly set out on the weekly rota, according to practice needs..
You will welcome patients, handle telephone enquiries and help patients access the appropriate service or healthcare professional in a courteous, efficient and effective way. You will also provide administrative support to the practice team and maintain a positive and friendly approach to patients and visitors.
Flexibility is essential. Applicants must be able to work across all three sites and be willing and able to provide cover for annual leave and sickness, including sickness cover at short notice. This may involve changes to the usual site, shift or additional hours, as agreed with the Practice Manager.
Please ensure you can meet the five-day working pattern and cross-site requirements before applying.
Main duties of the job
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
Deal with all general queries, explain procedures and make new and follow up appointments
Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
Accept test samples from patients and deal with accordingly
Support all clinical staff with general administrative tasks as requested
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure administrative procedures are completed
ensure correspondence, report, results etc are filed or scanned promptly and in the correct file
Use e-mail to forward correspondence as required and record and action all incoming emails
Process requests for information I.E SAR and patient online access under the guidance of the team leader
Complete opening procedures at the start of the day when first to arrive and make all necessary preparations to receive patients
Complete closing procedures at the end of the day ensuring all confidential information is stored away securely and internal lights are off
About us
Spring-Fenisco Healthlink and Pringle Street Surgery provide primary care services across three sites: Springfield Surgery in Darwen, Pringle Street Surgery in Blackburn and our Feniscowles branch in the Feniscowles area.
We are looking for reliable, approachable and flexible colleagues who enjoy working with people and supporting a busy practice team. The successful applicants will work across the three sites, supporting both reception and administration, with their duties clearly allocated on the weekly rota.
Job description Job responsibilities
Job title: Medical Receptionist / Administrator
Employer: Spring-Fenisco Healthlink and Pringle Street Surgery
Hours: One post of 25 hours and one post of 20 hours per week, each across five working days, Monday to Friday
Location: Cross-site working at Springfield Surgery, Pringle Street Surgery and Feniscowles Surgery
Reports to: Practice Manager
Purpose of the role
To help our surgeries run smoothly by providing a welcoming reception service and reliable administrative support. You will often be a patients first point of contact, so a calm, helpful and respectful approach is essential.
You will work closely with reception colleagues, clinicians and the Practice Manager. Your weekly rota will clearly identify when you are undertaking reception duties and when you are allocated administrative work, as well as the site where you will be based.
Our approach to patient care
We aim to provide safe, compassionate and accessible care for our local communities, within a supportive family practice where patients are treated with respect and colleagues work together.
Reception and patient support
Greet patients and visitors and respond to enquiries with courtesy and patience.Answer incoming calls, make calls as required and take clear, accurate messages.Book, cancel and rearrange appointments in line with practice procedures.Use agreed care navigation guidance to direct patients to appropriate services, referring clinical questions or uncertainty to a clinician.Explain registration procedures, appointment arrangements and access to online services.Communicate clinician-approved advice and test results only in accordance with practice protocols.Receive patient samples and follow the practice procedure for handling them.Recognise when a patient needs urgent assistance and promptly alert the appropriate clinician or colleague.Respond sensitively to patients who are distressed or concerned and seek support when needed.Administration
Administrative duties will be clearly allocated on the weekly rota and may include:
Processing patient registrations, deductions and registration uploads.Scanning, uploading and filing documents in the correct patient record.Updating patient details and entering information accurately on practice systems.Monitoring and actioning allocated emails, correspondence and administrative tasks.Running agreed searches and preparing reports following training and instructions.Contacting patients for reviews, recalls, appointments and other agreed follow-up work, including support for QOF and long-term condition reviews.Supporting the setup of new trainees on practice systems and amending clinics or appointment templates when authorised and trained to do so.Assisting with requests for patient records, subject access requests and online access under the guidance of the Practice Manager or nominated colleague.Liaising with other healthcare services and organisations as required.Supporting audits and other practice administration within the scope of the role.Allocated duties will reflect your training, experience and the needs of the practice. You should raise any outstanding work or competing priorities with the Practice Manager.
Cross-site working and cover
Work at Springfield Surgery in Darwen, Pringle Street Surgery in Blackburn and Feniscowles Surgery in the Feniscowles area, as shown on the weekly rota.Be flexible about site and shift arrangements to support the wider team.Help provide cover for annual leave and sickness, including requests made at short notice, with arrangements agreed with the Practice Manager.Provide clear handovers so colleagues know what has been completed and what needs attention.Opening, closing and the working environment
Follow the opening and closing procedures for each surgery when allocated these duties.Prepare reception areas for patients and keep workspaces tidy and organised.Maintain supplies of stationery and other agreed items.Store confidential information securely and follow procedures for building security, keys and access codes.Report equipment problems, premises concerns or safety hazards promptly.Confidentiality, safety and professional standards
Respect patient privacy and access information only as required for your work.Follow practice procedures for confidential information, data protection and secure communication.Treat patients, visitors and colleagues fairly, with dignity and respect, recognising individual needs and backgrounds.Follow health and safety, infection prevention and safeguarding procedures and report concerns promptly.Know how to contact the safeguarding leads at each practice; details will be provided during induction.Follow practice policies, maintain professional behaviour and comply with the practice dress code.Raise mistakes, incidents and complaints promptly so they can be addressed and learning shared.Teamwork, induction and development
We value a team in which staff feel supported and can ask for help. You will be expected to:
Work cooperatively with colleagues and communicate clearly across the three sites.Complete induction and required training, including training on relevant practice systems and local procedures.Ask for guidance when a task is unfamiliar or outside your training.Take part in staff meetings and share practical suggestions for improving patient experience and daily working arrangements.Complete mandatory training and participate in reviews of your development needs.Annual leave
Annual leave and bank holiday entitlement will be set out in the employment contract and calculated pro rata. Leave requests must follow practice procedures so appropriate cover can be arranged across the sites.
Person Specification
Qualifications Essential
GCSE Level in Maths & English
Desirable
NVQ Level 2 in Health & Social Care
Experience Essential
Experience of working with the public and carrying out administrative tasks. A friendly, professional manner, with clear communication and telephone skills. Good organisational skills and accuracy when handling records and information. Confidence using computers and willingness to learn practice systems. Ability to manage a busy workload, prioritise tasks and ask for support when needed. Ability to work both independently and as part of a supportive team. A respectful, patient and empathetic approach, including in difficult situations. Understanding of confidentiality and the importance of following procedures. Reliability and willingness to undertake both reception and administrative duties. Availability to work contracted hours across five working days, Monday to Friday. Ability to travel between and work at all three surgery sites. Flexibility to support annual leave and sickness cover, including cover at short notice.
Desirable
Previous experience in a GP surgery or other healthcare setting. Experience using EMIS and other primary care systems. Familiarity with patient registrations, scanning, recalls or appointment systems. Experience using Microsoft Office and Outlook. A relevant administration, customer service or health and social care qualification.
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 Spring-Fenisco Healthlink
Address 102 Bolton Road
Darwen
Lancashire
BB3 1BZ
United Kingdom
Employer's website https://www.springfeniscohealthlink.co.uk/ (Opens in a new tab)