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Receptionist (Part-time, 36 Hours Per Week)

4 months ago

Romney Marsh, United Kingdom Invicta Health CIC Full time

**Job summary**

Invicta Health are recruiting for a Receptionist to join the team working across our Marsh practices; Martello Health Centre, Church Lane Surgery and Orchard House Surgery.

Shift Pattern:
Monday 07.45 - 18.45

Tuesday 07.45 - 18.45

Thursday 10.45 - 18.45

Friday 10.45 - 18.45

**Purpose**:
**Main Responsibilities**

Front Desk
- Tend to the front desk ensuring to greet patients and visitors on their arrival to the practice in a welcoming manner.
- Ensure all patients and visitors to the practice are signed in and directed to the relevant waiting area.
- Inform the relevant host, for example the GP, Nurse or Practice Manager of any patients or visitors arrival.
- Book ambulances/appropriate transport for patients according to protocols.
- Assist patients with requests for Blood Forms, Urine Forms and Xray forms, printing where necessary.
- Keep the reception area, noticeboards, and leaflet dispensers clean, tidy and free from obstructions and clutter.
- Support in ensuring the reception area remains a calm environment for all. Politely and safely addressing any disruptive behaviours, escalating to management where appropriate.

Registrations and Appointments
- Process registrations both regular and temporary ensuring complete information and appropriate ID.
- Assess and analyse patient needs to ensure an appointment is required and if so, booked with the correct and appropriate healthcare professional.
- Book, amend and cancel general (GP/Nurse), clinic (Flu) and third party (Physio) patient appointments in line with practice appointment procedures, ensuring coding is completed where necessary and optimum efficiency of the appointment system.
- Monitor the 111 clinical screen and directing as appropriate.
- Ensure that patients without appointments but who need 'urgent consultations’ are booked into appropriate slots and referred to a GP where necessary.
- Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice’s protocols.
- Once trained, chaperone patients to their GP appointment as and when requested.

Prescriptions and Certificates
- Receive and process prescription requests in the absence of the Prescription Clerk accurately and in accordance with practice guidelines.
- Raise any prescription queries with the Prescription Clerk and/or Clinical Lead including status check of whether it has been issued and where it is.

Advice and guidance
- Provide advice (non-medical) and contact details of third-party services to patients as required. For example, suggesting a patient contact the Urgent Mental Health Team.
- Respond to and/or redirect all general enquiries, explaining procedures where necessary and processing paperwork where required.
- Monitor the practice websites for Church Lane Surgery, Martello Health Centre and Orchard House Surgery ensuring registrations, complaints and prescription queries are handled in a timely manner.
- Process referrals for the District Nurse
- Action EMIS tasks and DOCMAN workflow in a timely manner

Communication
- Answer incoming telephone calls in a timely and professional manner, ensuring calls are documented and actioned and/or redirected as appropriate.
- Communicate with GP’s, Nurses, and the Clinical Team as necessary including passing information across to be processed, chasing documentation, results, and appointment information.
- Communicate in writing (letters and electronically) and verbally with a wide range of providers and users of services, including patients, carers; voluntary; social; primary and secondary care providers.
- Liaising with GP/Clinicians, forwarding concerns, chasing for samples, letters, prescriptions and other paperwork
- Process any outgoing mail created by the surgeries.

Data Handling
- Monitor the home visiting service, ensuring all documents are downloaded and filed in a timely manner.
- Document information received from patients or third-party agencies, accurately on EMIS. For example, urgent blood results from path labs, patients home blood pressure readings and any urgent referral advise provided to them.
- Undertake manual and electronic filing and retrieving of paperwork ensuring up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- When required, access the server, changing the tape and checking back up has been successful, reporting to IT if any issues are identified.

Equipment and Stock Control
- Efficient filling of sample pots, testing kits, appointment cards, registration paperwork and other necessary aids.
- Clearing and re-stocking stationery items in work areas as required, ensuring low stock levels are reported to the relevant leads and ensuring a clear desk policy.
- Safely accept and record receipt of any vaccine/medication deliveries, ensuring safe storage of items and info