Doctors Receptionist / Administrator

Part-time receptionist/administrator required for GP practice in Southend-on-Sea to work 25 hours per week. Shifts will be Monday - Friday either 8am to 1pm or 1.30pm to 6.30pm, with a mix of mornings and afternoons. You will work as part of a busy team providing administrative and reception support to the general smooth running of the surgery. Previous System One and GP reception experience is preferable but not essential as training will be provided.

Main duties of the job

• Face to face and telephone communication with patients and external contacts
• Booking appointments
• Dealing with patients queries
• Taking messages
• Liaising with doctors, nurses and administrative staff
• A wide range of administrative support tasks, including scanning documents, processing prescriptions, using our online triage system and general admin duties as required

Job responsibilities

• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way, using our online triage System, Anima
• 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
• Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
• Deal with all general enquiries, explain procedures and make new and follow-up appointments
• Check telephone numbers, addresses, email addresses with patients
• 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 and telephone consultations onto the telephone consultation screen, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor
• Action repeats prescription requests following the practice guidelines and ensure that they are ready for collection by the patient within 48 hours
• Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same
• Ensure that scanning and read-coding is up to date on a daily basis
• Scanning must be double checked before being read-coded
• Ensure that all recent correspondence is available when patients are seen
• Enter patient information onto their electronic records as required
• Update telephone numbers and email addresses; liaise with secretaries for update of addresses
• Update medical records as required
• Open up premises at the start of the day
• De-activate alarm and make all necessary preparations to receive patients
• When last to leave at the end of the day, ensure that the building is totally secured, radiators, fans and internal lights are turned off and the alarm activated
• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. All such information from any source is to be regarded as strictly confidential.

Health & Safety and Infection Prevention and Control

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy and Infection Prevention and Control Policy.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment.

Quality

The post-holder will strive to maintain quality within the Practice.

Communication

The post-holder should recognize the importance of effective communication within the team.

Contribution to the Implementation of Services

The post-holder will apply Practice policies, standards and guidance.

Person Specification

• GCSE grade A to C in English and Maths
• 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.