About this role
Job summary
Part time GP Receptionist/Admin person required to join a friendly, busy practice for 30 hours per week Mon to Fri. Must be available between 7.45am and 6.30pm to cover opening and closing of the practice.
Main duties of the job
Main duties include, booking appointments, welcoming patients, preparing repeat prescriptions, dealing with emails, scanning letters and other adminsistrative tasks.
About us
We are a friendly, forward thinking practice consisting of 2 GP Partners, 3 salaried GPs and a practice nurse. We have 6 receptionists/admin, a practice administrator and a Care Co-coordinator We are a friendly team that values, supports and develops our staff.
Job description Job responsibilities
Job Summary
To act as first point of contact for patients and other visitors to the practice wither face to face or by telephone.
To maintain and update computer records for patients via EMIS and Docman.
To carry out all administrative tasks as directed within the practice.
Job Responsibilities
RECEPTION
Receiving patients, consulting with members of practice team
Processing in person, telephone and online requests for appointments.
Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link
Taking messages and passing on information
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.
GENERAL ADMINISTRATION
Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
Processing and distributing incoming and outgoing mail
Filing and retrieving paperwork
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
Keeping the reception area, notice boards, leaflet etc. tidy and presentable
Cover sickness/annual leave and work reasonable overtime when required, including some weekends.
Perform any other relevant and reasonable duties that may be requested by the lead
receptionist, practice manager or partners.
Undertake statutory and mandatory training as required.
RECEPTIONIST / ADMINISTRATOR JOB DESCRIPTION
APPOINTMENT SYSTEM MANAGEMENT
Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
Monitor effectiveness of the system and report any problems or variations required.
Deal with home visit requests, carefully noting all details
Arrange transport to hospital appointments for housebound patients
MEDICAL RECORDS MANAGEMENT
Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.
Ensure correspondence, reports, results, etc., are filed in correct record.
Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
Processing repeat prescriptions in accordance with practice guidelines
Handing completed repeat prescriptions to patient and checking names and address.
CONSULTATION ROOM PREPARATIONS
Clearing and re-stocking of consulting rooms as required
Consulting rooms prepared in readiness for each consulting session.
Rooms are checked at the end of each consulting session and left tidy and secure.
Other Job Responsibilities
CONFIDENTIALITY
Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
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 manage their own and others health & safety and infection control as defined in the Practices Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures.
Comply with Practice health & safety policies by following agreed safe working procedures
Actively report health & safety hazards and infection hazards immediately
RECEPTIONIST / ADMINISTRATOR JOB DESCRIPTION
Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
Undertaking periodic infection control training
Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
Correct personal use of Personal Protective Equipment and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the organisations Incident Reporting System
Using personal security systems within the workplace according to Practice guidelines
Making effective use of training to update knowledge and skills
EQUALITY AND DIVERSITY
The post-holder will support, promote and maintain the Practices Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less favorable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
OTHER DELEGATED DUTIES
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
Person Specification
Experience Essential
Essential criteria Experience of working within a busy environment
Desirable
Desirable criteria Experience of working within a GP Practice
Knowledge Essential
Essential criteria Knowledge of Word and Excel Good IT skills
Desirable
Desirable criteria Knowledge of EMIS WEB Knowledge of Docman
Skills Essential
Essential criteria Good interpersonal and communication skills and Prioritising workload
Desirable
Desirable criteria Experience of working in a GP environment
Qualifications Essential
Essential criteria GCSE grade 4 or abovein English and Maths or equivalent Customer service skills telephone and face to face Administration skills including composing and sending emails in a professional capacity, filing. IT skills
Desirable
Desirable criteria Knowledge of EMIS WEB Knowledge of Docman Experience of using an appointment system
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 Rosemary Medical Centre
Address Rosemary Medical Centre
2 Rosemary Avenue
London
N3 2QN
Employer's website https://www.rosemarymedicalcentre.nhs.uk/ (Opens in a new tab)