Receptionist in Walsall

The vacancy is based at Stroud Practice, Bentley Health Centre. Stroud Practice is an established GP practice and has a part time-full time vacancy for reception/administration roles. We offer an exciting opportunity to be part of a dynamic, forward thinking team committed to offering a welcoming and efficient service to our practice population.

Main duties of the job:

• 30 hours available Monday to Friday
• Hours will include mornings; afternoons and all day shifts between the hours of 8.00am - 6.30pm
• National Minimum Wage/National Living Wage, negotiable dependent upon experience

Your duties will include reception, prescription processing, telephone enquiries, general administration including clinical coding, summarising, secretarial cover and data input to support the Quality and Outcomes Framework and enhanced services. You must have IT skills including Word and Excel. Previous experience and knowledge of EMIS Web is desirable. This is a busy patient led environment that is constantly changing therefore you must be able to work under pressure, have the ability to prioritise your workload and solve problems within your area of work. You must be interested in learning new skills and taking on new challenges. You should be able to work as part of a team and be able to communicate effectively in a diplomatic and sensitive way.

About us:

Stroud Practice is a forward thinking practice. Our team consists of 1 GP Partner, 5 GPs, 3 Practice Nurses and a Healthcare Assistant. The clinical team is supported by a hardworking, efficient and friendly administrative team.

Job responsibilities:

Main Purpose:

• First point of contact for the practice either face to face or on the telephone
• To provide a comprehensive and effective reception and administrative service to the practice and contribute to it running efficiently.
• 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
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies
• Provide additional cover when required by the practice

Main Reception and Administration Duties:

• Front of house reception duties
• Data input
• Call and recall of patients
• Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
• Maintaining and monitoring the practice appointment system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail including postal and electronic mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing prescriptions, acute, repeat, private in accordance with practice guidelines
• Medical Record Administration; processing and recording information in accordance with practice procedures
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Signposting patients to the appropriate service
• Providing clerical assistance to practice and associated staff as required, including referral processing, administration, filing, photocopying and scanning
• Workflow Administration including tasks, document management, GP2GP, medicines management, referral management, Test requests and SCR
• Maintain stock levels, usage and re-order stationery, cleaning materials, clinical equipment, refreshments and sundry items
• Liaise with the Practice Manager for order or purchase requirements
• Extracting notes for all surgeries whether for open surgery or appointments
• Answering the telephone and conveying messages
• Accepting requests for repeat prescriptions, checking the fax and prescription box for repeat prescription requests
• Sorting the mail
• Photocopying insurance medicals and reports and maintaining record book and files thereof
• Maintaining a log of telephone messages
• Filing results and any other relevant documents in patients' notes and refiling notes after use
• Maintenance of patients' notes including starting a new wallet when required and dividing the contents in a logical manner
• Charging patients the appropriate amount for private work, providing a receipt to the patient and recording the charge in the Petty Cash book
• Helping with the sorting of filing in new medical records in order that they are in the form used in the Surgery
• Maintaining a record of daily lab tests, both outgoing and incoming, in a manner suited to the needs of the Practice
• NHS Mail Task List
• Clearing and re-stock consulting rooms as required
• Dealing with clinical waste

Main Administration Task:

• Clinical Coding
• Summarising medical records
• QOF/CQC/LCS Administration
• General Administration
• Assist with GDPR Requests
• Assist with the referral process
• Assist with private letters and insurance reports

The above lists are not exhaustive and other tasks and duties will be required as determined by the GP Partners and 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. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as 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 the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data in accordance with Caldicott Guidelines, the Data Protection Act 1998 and GDPR requirements including outside the work environment. A breach of confidentiality may result in dismissal and/or prosecution.

Health & Safety:

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, to include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Maintaining infection control standards including cleaning workstations

Equality and Diversity:

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

• Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
• Work effectively with individuals in other agencies to meet patients' needs
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate.

Person Specification:

Qualifications:

• GCSE grade A to C in English and Maths

Experience:

• Previous experience in the NHS
• Previous experience in Primary Care or GP Practice or Face to face experience in a busy customer service/patient led environment

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.