Receptionist - Meddygfa Canna Surgery in Cardiff

An exciting opportunity has become available to join our friendly and supportive reception team. We are looking for someone with excellent communication and IT skills, with a clear professional and polite telephone manner. The role will be worked for 20-25 hours per week over 5 days, Monday to Friday with varying shifts from 8.00am until 6.30pm.

As a receptionist you will be undertaking a wide range of reception and administrative duties. Duties can include:

• Greeting and signposting patients to the appropriate healthcare professional or service
• Patient registration
• Booking appointments
• Processing of information (electronic and hard copy)
• Assisting patients as required

You will act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Main duties of the job:

• Greet patients and visitors to the surgery.
• Book in, amend and cancel patient appointments in-line with practice appointments.
• Ensure that patients without appointments but who need urgent consultations are booked into appropriate slots and referred to GP where necessary.
• Ensure computerised appointment system is up to date.
• Respond and/or redirect all patient and visitor requests accordingly.
• Explain practice arrangements and formal requirements to new patients.
• Set up of new patients onto the computer system.
• Advise patients of relevant charges for private services, accept payments and issue receipts.
• Ensure reception and waiting areas are kept neat and tidy.
• Answer incoming telephone calls, ensuring calls are documented and redirected accordingly.
• Undertake administrative tasks as allocated and arranged by the Practice Management Team.
• Check emails on a daily basis and check all electronic messages have been actioned.
• Offer 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.
• Any other duties as requested by the Practice Management Team.

About us:

Busy GP surgery based in Canton, Cardiff. We are looking to recruit an additional member of staff to our existing experienced team.

Job responsibilities:

Job Summary: 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.

Job Responsibilities:

• Administration: To have a thorough knowledge of all Practice procedures. To work in accordance with written protocols. Pulling/filing notes for surgeries and update as necessary. Filing post in medical records. Fax and photocopy as requested.
• Reception: Receiving patients consulting with members of Practice team. Handing completed repeat prescriptions to patient and checking names and address. Be able to cover all reception positions as necessary.
• Appointments: Process appointment requests for today and future appointments from patients by telephone and in person. Deal with visits requests.
• Computer: Registrations of new patients computer data entry and medical records. Process patients change of address computer data and medical records (have knowledge of Practice area). Process repeat prescription requests in accordance with Practice guidelines.
• Telephone: Have working knowledge of telephone system, during and after hours.
• Other Tasks: Clear rooms after surgeries. Ensure building security; have thorough knowledge of doors/windows/alarm. Make coffee for doctors. Any other tasks allocated by managers.

Confidentiality: In the course of seeking treatment, patients entrust us with sensitive information and have the right to expect staff will respect their privacy and act appropriately. Staff may have access to confidential information relating to patients, carers, Practice staff and other healthcare workers. All such information is strictly confidential. 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 Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety: Promote and maintain health, safety and security in line with the Practice Health & Safety Policy. Use personal security systems within the workplace according to Practice guidelines. Identify and manage risks in work activities. Make effective use of training to update knowledge and skills. Use infection control procedures and keep work areas tidy and safe. Report potential risks identified.

Equality and Diversity: Support equality, diversity and rights of patients, carers and colleagues in line with Practice policies and current legislation. Respect privacy, dignity, needs and beliefs of patients, carers and colleagues. Be welcoming, non-judgmental and respectful of individual circumstances, feelings, priorities and rights.

Personal/Professional Development: Participate in annual performance reviews and maintain a record of personal and/or professional development. Take responsibility for own development, learning and performance and share insights with others undertaking similar work.

Quality: Alert team members to quality and risk issues. Assess own performance and take accountability for actions. Contribute to team effectiveness by reflecting on activities and suggesting improvements. Work effectively with other agencies to meet patients’ needs. Manage own time, workload and resources.

Communication: Communicate effectively with team members, patients and carers. Recognise needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services: Apply Practice policies, standards and guidance. Discuss with team how policies affect own work. Participate in audit where appropriate.

Person Specification:

• Qualifications: GCSE or equivalent
• Experience: Working in a healthcare setting, Working with customers

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.