Receptionist

Wide Way Medical Centre has an exciting opportunity for a caring and enthusiastic individual who enjoys working with patients at front of house as a receptionist. The individual will be joining a team of receptionists to deliver core reception services at the practice which includes meet and greet at the desk and answering phone calls to ensure the patients' needs are met.

Main duties of the job

• To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team.
• Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required.
• To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multi-disciplinary team members and external agencies such as secondary care and community service providers.

About us

Wide Way Medical Centre cares for 16,000 patients in East Merton, SW London. Our team consists of GPs, ANPs, Practice Nurses, Phlebotomists, paramedics, health and wellbeing coaches, link workers, care coordinators, Pharmacists supported by our wonderful administrative and front of house staff. We are dynamic and innovative in our approach to providing outstanding care to our patients. We have a nurturing culture of learning and as a member of our team we will support you and encourage you to develop your skills to fulfil your potential. Our leadership team is caring and compassionate at the same time as ensuring staff are well supported and resourced at the Practice.

Job responsibilities

• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for appointments.
• Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
• Signpost patients to the correct service.
• Initiating contact with and responding to requests from patients, team members and external agencies.
• Clinically code data on EMIS Web.
• Photocopy documentation as required.
• Data entry of new and temporary registrations and relevant patient information as required.
• Input data into patients' healthcare records as necessary.
• Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team.
• Manage all queries as necessary in an efficient manner.
• Carry out system searches as requested.
• Maintain a clean, tidy, effective working area at all times.
• Monitor and maintain the reception area and notice boards.
• Support all clinical staff with general tasks as requested.

In addition to the primary responsibilities, the Receptionist may be requested to:

• Partake in audit as directed by the audit lead.
• Action incoming emails and correspondence as necessary.
• Scan patient-related documentation and attach scanned documents to patients' healthcare records.
• Complete opening and closing procedures in accordance with the duty rota.
• As required, support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
• Order and monitor stationery supplies.
• Produce, maintain and participate in the receptionist rota for lunch and out of hours cover.
• Deputise for the Patient Services lead during periods of absence.
• Support reception staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.
• Identify and provide team training where required.
• Support in producing and maintaining the duty rota.
• Support the Practice Manager with all Patient Participation Group related matters.
• Support the health promotion lead and display promotional material on the allocated notice boards and in the waiting room.

Person Specification

Experience

• Experience of working with the general public.
• Have right to work in UK with no sponsorship requirements.
• Experience of administrative duties.
• Experience of working in a healthcare setting.

Qualifications

• Educated to GCSE level or equivalent.
• GCSE Mathematics and English (C or above).
• NVQ Level 2 in Health and Social Care.

Skills

• Excellent communication skills (written and oral).
• Clear, polite telephone manner.
• Competent in the use of Office and Outlook.
• Effective time management (planning and organising).
• Ability to work as a team member and autonomously.
• Good interpersonal skills.
• Problem solving and analytical skills.
• Ability to follow policy and procedure.
• Polite and confident.
• Flexible and cooperative.
• Motivated.
• Forward thinker.
• High levels of integrity and loyalty.
• Sensitive and empathetic in distressing situations.
• Ability to work under pressure.

Flexibility

Flexibility to work outside of core office hours.

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.