Receptionist / Administrator in Pontefract

We are looking for an enthusiastic and motivated Receptionist / Administrator to join our small, but dedicated team at Stuart Road Surgery. The position is for 37 hours per week between the hours of 8am and 6.30pm. We operate a "swing shift" working pattern, working early and late alternating weeks. Previous Primary Care experience is highly desirable.

Main duties of the job:

• Receive, make and divert calls as required.
• Meet, greet and book in patients visiting the practice.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover.
• Advise patients of relevant charges for private services, accept payments and issue receipts.
• Respond to all queries and requests for assistance from patients and other visitors.
• Enter requests for home visits.
• Ensure that requests for prescriptions are forwarded to the prescription clerk or Duty Doctor as appropriate.
• Action requests for ambulance transportation.
• Ensure reception, waiting area and own workstation are kept neat and tidy.
• Receiving/handling specimens from patients, ensuring they are processed and recorded appropriately whilst observing H&S regulations.
• Processing tasks daily and dealing with urgent tasks as soon as they arrive.
• Accessing practice emails and distributing/actioning them as appropriate.
• Open up premises at the start of day and make all necessary preparation to receive patients.
• Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm is activated.
• To have a thorough knowledge of all practice policies, procedures and protocols, ensuring we work in accordance with these.
• Provide administrative support for clinical staff.
• Scanning/Distribution/Filing of patient/hospital/external agency correspondence as necessary.

About us:

Stuart Road Surgery is a small, but friendly GP training surgery located at the edge of Pontefract town centre. We serve around 7300 patients and have 2 x GP partners, 5 x Salaried GP's, 2 x Practice Nurses and 1 x Healthcare Assistant along with our existing team of reception and administrative staff, and operations manager and a practice/business manager.

Job responsibilities:

Duties and Responsibilities:

• Receive and make calls as required.
• Divert calls and take messages as appropriate.
• Meet, greet and book in patients visiting the practice and act as a first point of contact.
• Facilitate patients accessing the clinical care provided by the practice.
• Manage the flow of patients at reception for appointments, prescriptions or queries.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
• Advise patients of relevant charges for private services, accept payments and issue receipts.
• Respond to all queries and requests for assistance from patients and other visitors.
• Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to the duty doctor.
• Ensure that requests for prescriptions are forwarded to the prescription clerk or Duty Doctor as appropriate.
• Action requests for ambulance transportation and enter details in appropriate forms.
• Ensure all calls and appointment bookings are managed appropriately and in line with practice protocols.
• Ensure reception, waiting area and own workstation are kept neat and tidy.
• Support GPs and the wider clinical team in providing care.
• Receiving and handling specimens from patients, ensuring they are processed and recorded appropriately whilst observing H&S regulations.
• Processing tasks daily and dealing with urgent tasks as soon as they arrive.
• Accessing practice emails; distributing and actioning them as appropriate.
• Processing new patient registrations.
• Management of appointment system.
• Ensure total familiarity with all appointment systems in advance for each consulting session.
• Making appointments by processing appointment requests for that day, future appointments from patients in person and on the telephone.
• Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients.
• Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm is activated.

Administration:

• To have a thorough knowledge of all practice policies, procedures and protocols, ensuring we work in accordance with these.
• Provide administrative support for clinical staff.
• Scanning/Distribution/Filing of patient/hospital/external agency correspondence as necessary.
• Opening and distribution of practice post.
• To send letters to patients as necessary.
• Updating patient details i.e. Change of address, telephone numbers etc.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• An ability to use own judgment, resourcefulness, common sense and local knowledge, to respond to patients enquiries and requests.
• Excellent communication skills and courteous manner.
• Any other delegated duties considered appropriate to the post.

Qualifications:

• GCSE Maths and English.

Experience:

• Experience of working in primary care.

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.