Reception Team Leader

2 weeks ago

Derby, Derby, United Kingdom Dr P A A Wood & Partners Full time

Job summary

We are looking for a Reception Team Leader to supportthe Operations Manager, ensuring the smooth running of the reception and supporting all members of the reception team.

Main duties of the job

The successful candidate will help care for our patient population. Signposting patients, using SystmOne to book and manage appointments, receiving and processing phone calls, prescription management, scanning documents and problem solving. Managing staffing levels, planning rotas and training reception team members.

About us

We are a busy but friendly practice based over two surgeries in Allestree and Derby City Centre.

We have a supportive reception and administrative team, with a clinical team consisting of 5 nurses, 1 health care assistant, 1 nurse practitioner and 8 GPs. We are a GP training practice and also work closely with a team of pharmacists and social prescribers.

Job description

Job responsibilities

Team Leader Duties

Responsible for training new colleagues and ensuringexisting staff are supported with changes and new ways of working.

Overseeing the reception team, providingguidance to colleagues and problem solving.

Support the operations manager with applyingchanges in the clinical system, and ensure nursing, GP rotas and receptionrotas changes and leave are managed and coordinated.

Ensure all staff have adequatetime to carry out administrative duties.

Dealing with patient queries, in line withpractice protocol, and supporting your colleagues to deal with queries also.

Assist the operations manager with theappraisal process, and development plans of the reception team.

Ensuring reception is covered and staffinglevels are appropriate.

Attend practice meetings as required andrepresent the reception team.

Liaise with IT administrator to ensure anyfaults or IT/communications problems are resolved quickly.

Stay up to date with new systems, protocolsand ensure the Reception Team are kept up to date with any changes.

Deal with more complex enquiriesfrom patients

Keeping the reception area, noticeboards andleaflet dispensers tidy and free from obstructions and clutter.

Responsible for ordering stockalongside the Nursing team.

Reception Duties

Processing personal and telephone requestsfor appointments, visits, and telephone consultations, and ensuring callers aresign posted to the appropriate healthcare professional.

Opening up/locking up of practice premisesand maintaining security in accordance with practice protocols.

Processing and distributing incoming (andoutgoing) mail.

Photocopy documentation as required,and keep all relevant paperwork stocked up.

Data entry of new and temporaryregistrations and relevant patient information as required.

Computer data entry/data allocation andcollation; processing and recording information in accordance with practiceprocedures.

Initiating contact with and responding torequests from patients, other team member and associated healthcare agenciesand providers

Ensuring visitors to the practice arewelcomed and have signed into and out of the visit book.

Ensuring Med 3 requests are carried out and communicatingwith patients regarding this.

Updating the patients clinical record withinformation passed on to the reception team.

Triaging workflow and ensuring that scanningis up to date and sent to the appropriate clinician.

Using practice software such as accru RX tosupport patient care and improve communication.

Having knowledge of the appointment book andsessions within Systm One and ensuring patients are booked into the correctslot in a timely manner.

Manage all queries as necessaryin an efficient manner.

The above list of duties in notexhaustive and may be subject to change as deemed necessary.

CQC

Assist the Operations &Practice Manager and reception team in ensuring that the practice fullycomplies with the CQC regulations.

To ensure that all policies andprocedures within areas of responsibilities are up to date and are amended asand when required.

Person Specification

Qualifications

Essential

GCSE A - C in Maths or Equivalent

Experience

Essential

Experience of working with the general public Experience of working in a health care setting

Desirable

Experience of working in General Practice Experience of working with SystmOne

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