About this role
Job summary
Ixworth Surgery is looking for a friendly, caring and professional Medical Receptionist to join our busy primary care team.
The position is part time and is for between 20 - 25 hours per week.
Main duties of the job
The post-holder will play an important role in providing a welcoming, efficient and compassionate service. They will act as a key link between patients, GPs and the wider healthcare team.
About us
At Ixworth Surgery we acknowledge that village life remains distinct from that in a town. Our aim is to provide excellent 21st century medical care, whilst retaining the traditional style and personal approach of country doctoring.
Ixworth Surgery is a GMS GP practice with a patient list of 9,500. It is owned and operated by 4 GP partners who are supported by Salaried GPs, Nurse Practitioners, a Respiratory Nurse Specialist, Practice Nurses and Nursing Team, Social Prescriber and PCN Pharmacy Technician. There is also an onsite pharmacy/dispensary. Administrative support is provided by the Practice Management team, Admin team and Reception team.
Ixworth Surgery is a part of Blackbourne Primary Care Network. The practices that form Blackbourne PCN are located in West Suffolk, close by to Bury St Edmunds, and care for patients in rural communities.
Job description Job responsibilities
JOB DESCRIPTION
JOB DETAILS
Job Title: Medical Receptionist
Location: Ixworth Surgery
Reports to: Operations Manager
Working hours: 20 - 25 Hours per week
JOB SUMMARY
The post-holder will provide a caring, friendly and efficient service as the principal point of contact for the practice. They will act as a focal point of communication between patients, doctors and all members of the Primary Health Care Team.
MAJOR DUTIES AND RESPONSIBILITIES OF THE POST:
1. Reception Duties
2. Management of Medical Records
3. Start and End of Day Procedures
4. Other Delegated Duties
SPECIFIC TASKS:
1. Reception Duties: i. To administer the appointment system, monitor the flow of patients into the consulting and treatment rooms and maintain observation of the waiting area
ii. Ensure that patients who need an urgent consultation are seen according to the practice protocol
iii. Receive, make and divert calls as required and take messages, logging call times and details
iv. Explain practice arrangements to and register new patients in the proper manner ensuring that all administration is completed in order to formally register the patient
v. Advise patients of charges for private services, accepting payment and issuing receipts as appropriate and recording payments made and due according to practice protocols
vi. Respond to all enquires and requests for assistance from patients and other visitors
vii. Refer requests for home visits to the Duty Team following practice protocol
viii. Pass any urgent matter to the relevant clinician.
ix. Action requests for ambulance transportation and record details according to practice protocol
x. Take messages for Doctors and staff when appropriate and ensure they are passed to the person concerned
xi. Notify patients of test results and arrange follow up as appropriate
xii. Ensure reception and waiting room are kept neat and tidy
xiii. Try to ensure that the telephones are answered within four rings and that there is never a queue of patients awaiting attention at the front desk
xiv. Participate in monitoring and restocking reception stationary
xv. Support new members of staff during their probationary period ensuring that practice protocols/procedures are adhered to.
2. Management of Medical Records
i. Ensure appropriate forms for the consultation are prepared
ii. Pull relevant records for Doctors and Nurses in instances of an urgent consultation or telephone conversation by request
iii. Retrieve and re-file records as required ensuring that the strict alphabetical order is adhered to
iv. Ensure that correspondence, reports, results etc. are correctly filed according to practice protocol
v. Ensure that records are kept neat and tidy and in good repair with all necessary information recorded on the outer cover
vi. Assist with the sorting and tidying of new notes received from the health authority
vii. Add information to the computer system and obtain information from it as required
3. Start and End of Day Procedures
i. Open up premises at the start of the day, sign on the computers and make all necessary preparations to receive patients
ii. Print off Out of Hours contacts and give to duty doctor.
iii. Answer emergency phone and deal with call as necessary according to practice protocol
iv. Ensure all trays in copier are topped up
v. Secure premises at the end of the day ensuring that all computers are switched off, windows are closed, and front door is locked
4. Other Delegated Duties
To undertake any other delegated duties reasonably considered appropriate to the post
Special Requirements of the post
1. Smart, tidy appearance. Uniform is provided.
2. An understanding, acceptance and adherence to the need for strict confidentiality
3. An ability to use judgement, resourcefulness, common sense and tact to respond appropriately to the needs of the post
4. Excellent communication skills both face to face and on the telephone
5. A flexible approach to the position in order to provide support for other team members
6. Keyboard skills and PC knowledge
7. Preferably some previous administrative experience
8. Ability to ask for help and use the knowledge of the Senior Team for support
9. To be logical, self-motivated, resourceful and attentive to detail
10. Able to use own initiative
Circumstances
1. Reliable
2. Able to be flexible if needed to work extra at other times
Contraindications
Being a patient with the Practice once employed
Working conditions
Pleasant, airy and modern purpose built premises
Busy, friendly atmosphere
Supervision from senior team
Mainly administrative duties, much of which will be computerised
Terms of service
Salary dependant on experience
Membership of the NHS Contributory Pension Scheme
Salary paid monthly directly into bank account
Annual leave 5 weeks pro rata per year plus Bank Holidays
This job description is not intended to be exhaustive and may be amended to meet the future needs of the practice.
Person Specification
Qualifications Essential
Good standard of general education, including English and Mathematics.
Desirable
NVQ Level 2 or equivalent qualification in Business Administration, Customer Service or a related field.
Organisation & Administration Essential
Good organisational skills with the ability to manage competing priorities and maintain accuracy when undertaking administrative tasks.
Desirable
Experience of appointment booking systems and medical records administration.
Experience Essential
Experience of dealing with members of the public in a customer-facing role.
Desirable
Previous experience working in a GP practice, NHS setting or healthcare environment.
Customer Service Essential
Friendly, approachable and professional manner. Demonstrates a commitment to providing excellent patient care and customer service.
Desirable
Experience of working in a busy reception environment.
Team Working Essential
Ability to work effectively as part of a multidisciplinary team. Willingness to support colleagues and contribute positively to the workplace.
Desirable
Experience of working within a healthcare team.
Communication Skills Essential
Excellent verbal and written communication skills. Ability to communicate clearly, professionally and sensitively with patients, colleagues and external agencies.
Desirable
Experience of handling difficult or sensitive conversations.
Team Working Essential
Ability to work effectively as part of a multidisciplinary team. Willingness to support colleagues and contribute positively to the workplace.
Desirable
Experience of working within a healthcare team.
IT Skills Essential
Competent in the use of computers and standard office software. Ability to learn new systems quickly.
Desirable
Experience of using clinical systems such as SystmOne, EMIS or similar healthcare software.
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 Ixworth Surgery
Address Thetford Road
Ixworth
Bury St Edmunds
IP31 2HD
United Kingdom
Employer's website http://www.ixworthsurgery.co.uk/ (Opens in a new tab)