Medical Receptionist @ Oakwood Surgery

Job summary

We are recruiting for a receptionist to join our team at Oakwood and Bull Farm Surgery.

Ideally candidates will have experience working with the public and/or working in a demanding job role.

The vacancy is 25hours per week.

We offer a competitive salary and benefits package, in the hope of attracting a positive and proactive candidate to complete our enthusiastic nursing team. These benefits include, but are not limited to:

25 days annual leave plus bank holidays (pro rata). Increasing at 10 years service

Additional Celebration Day after 12months service

Company Sick Pay, subject to eligibility

Company Maternity Pay after 12months service

Providing uniform and personal equipment and equipment bag

Contribution towards eye tests and glasses, subject to eligibility

Main duties of the job

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Book / cancel / rearrange Doctors', Nurses' and Other Health Care professionals' appointments in line with the agreed practice policy.

Support the practice with the administrative duties required, including the typing of referrals, issuing of repeat prescriptions, management of recall for patients with long term conditions.

Our reception is open 08:00-18:30 Monday - Friday. The particular working pattern will be agreed with the successful candidate.

Will require flexibility to cover fair share of working Friday evenings until 8pm (around 5 times per year) and fair share of Saturdays 9am-5pm (around 2 times per year), as well as attendance at Wednesday training afternoons 1pm-4pm 8 times per year. These hours can be additional or moved from standard working pattern.

About us

Oakwood Surgery is a busy training practice, rated 'good' at our last CQC inspection, split over two sites.

Our company vision is

Optimising your health, together

Our Shared Purpose is: Empower patients to take control of their health, and make informed decisions, to try to achieve their best possible health outcomes.

Our team is made up of:

5 GP Partners

5 Salaried GP's

7 Nurses/HCA's

1 Pharmacist Prescriber

1 Practice Manager

20 Receptionists

13 Other administrative staff including leadership team

We also work collaboratively with a team of pharmacists, FCP's and health and wellbeing coaches to provide a multi-disciplinary service to our 16,000 patients.

As a training practice we are passionate about supporting our team to learn new skills and develop in their role to better meet the needs of our patients.

Job description

Job responsibilities

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Deal with all general enquiries, explain procedures and make new and follow-up appointments.
• Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
• Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Enter requests for home visits into the visit log, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
• Process and Action repeat prescription requests in accordance with Practice guidelines and ensure that they are ready for collection by the patient within 48 hours, using the practices computer systems.
• Action requests for ambulance transportation.
• To uphold and abide to agree to Practice Policy, requirements to support patient service delivery and to assist in the distribution of relevant Practice leaflets, booklets, Health Promotion questionnaires etc to patients.
• Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. Provide administrative support for the generation of medical reports, generate and chase non payment of invoices.
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
• Patient notes and correspondence:
• Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen. Ensure records are kept in good repair with all necessary information on the outside cover clearly visible.
• Premises:

Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients if required. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated when required.

• Ensure that all new patients are registered onto the computer system promptly and accurately
• Clearing and re-stock consulting rooms as required
• Providing clerical assistance including word/data processing, filing, photocopying, scanning and the taking of minutes at meetings.
• Completing 2 week wait referrals within timeframes to prevent time breaches
• Ensure reception and waiting areas are kept neat and tidy.
• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.

Person Specification

Experience

Essential

• Experience of providing a professional, helpful and courteous service to members of the public.
• Experience of working effectively in a busy, fast-paced and demanding environment.
• Experience of working collaboratively as part of a team to achieve shared objectives.
• Confident in using computers and a range of digital systems and software to support day-to-day administrative tasks.

Desirable

• Previous experience of working within primary care, a GP surgery or another healthcare setting.
• Experience of using SystmOne clinical software.
• Familiarity with medical terminology and healthcare-related terminology.

Qualifications

Essential

• GCSE grade A to D (or equivalent) in English and Maths

Transferable Skills

Essential

• Demonstrates resilience and the ability to remain calm, professional and empathetic when working under pressure, including when supporting patients who may be unwell, distressed or anxious.
• Strong organisational skills, with the ability to manage competing demands and maintain an efficient and orderly workload.
• Excellent verbal and written communication skills, with the ability to communicate clearly, sensitively and professionally with patients, colleagues and healthcare professionals.
• Understands the importance of patient confidentiality, data protection and information governance, and is committed to maintaining the highest standards at all times.
• Ability to multitask, use initiative and prioritise tasks effectively in response to changing workloads and patient needs.
• Good time-management skills, with the ability to meet deadlines and complete tasks accurately and efficiently.
• Flexible and adaptable approach to work, with a willingness to embrace change, learn new systems and adapt to new ways of working.
• Demonstrates a positive, supportive and collaborative approach, contributing to effective teamwork and the smooth running of the practice.
• Maintains a friendly, approachable and professional manner, recognising the importance of creating a positive first impression and delivering a high standard of patient service.

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

Oakwood Surgery

Address

Church Street

Mansfield Woodhouse

Mansfield

Nottinghamshire

NG19 8BL

United Kingdom

Employer's website

https://www.oakwoodsurgery.co.uk (Opens in a new tab)