Receptionist/administrative Assistant

**Receptionist/Administration Assistant**

Barton House Medical Practice have an exciting opportunity for a highly motivated and flexible individual to join the practice as a Receptionist/Administrator on a permanent basis to provide administration and reception duties for the practice, dealing with patients, clinical staff and colleagues in an efficient and polite manner. Receive, assist and direct patients in accessing the appropriate service or healthcare professional and undertake a variety of administrative duties to assist in the smooth running of the Practice in accordance with agreed procedures, protocols and timescales.

This is a part-time post for 16 hours per week.

**ABOUT US**

We are a rural GP practice, in the beautiful location of Beaminster with a fun, happy, hardworking, and resilient team. We are well supported with strong relationships with the community primary care team including a community rehabilitation team, community matron, district nurses. Our clinical team consists of supportive GP's, ANP, Practice Nurses and Health Care Assistants. With a strong management team who are always on hand to help and advice, as well as a friendly nursing team, administration, reception, and dispensary teams. List size 5100 Dispensing practice with 2800 dispensing patients Fully computerised (System One) Consistently high QOF achievement

We are a great team to work with and are passionate about patient care and staff well-being.

**JOB RESPONSIBILITIES**

The duties and responsibilities to be undertaken by members of the Practice reception team may include any or all the items in the following list. Duties including those not on the list which are delegated from time to time, may be varied under the direction of the management team, dependent on current and evolving Practice workload and staffing levels:

- Greet patients politely, cheerfully, and with enthusiasm
- Provide a first point of contact for patients within the surgery
- Assist patients with obtaining appointments at a time and place convenient to them both face to face and over the telephone.
- Respond to patients requests for information or assistance by ensuring these requests are directed to the most appropriate person.
- Answer the telephone, make appointments for patients and answer queries and questions
- Deal with enquiries, signposting and requests, either face to face or over the telephone from a variety of external sources, such as patients, relatives, clinical team, hospital, pathology, and work colleagues anticipating problems and seeking solutions.
- Deal with distressed/aggressive patients safely and appropriately as they present at the desk or over the telephone
- Be able to prioritise patients in need of urgent medical attention who present to reception in person or telephone in and direct them to the correct clinical intervention and/ or an appointment
- Ensure daily surgeries run efficiently and smoothly. Maintaining an overview of the waiting areas, informing patients of any known delays and ensuring the area remains in a neat and tidy condition and workstation tidy and free from clutter
- Record visit requests and alert duty doctor according to practice policy.
- Receive urgent results as they come in from the pathology department at the hospital. Liaise with GP and contact patients with information. Handle specimen samples from patients appropriately.
- Receive, send, file or dispose of information in a secure manner to ensure that confidentiality of information is maintained.
- Register new patients and temporary residents in accordance with Practice procedure
- Listen attentively to patient complaints, resolving minor problems or referring to the Practice Manager where appropriate
- Attend and contribute to Practice Meetings
- Assist in the maintenance, reviews and updates of reception procedures and protocols.
- To operate in accordance with the practice protocols and guidelines.
- To undertake opening and closing procedures which will include; ensuring that the building is secure and un-setting/ setting security alarm.
- Be willing to take on additional tasks and duties, for which training will be given,
- Maintain patient confidentiality in accordance with the Data Protection Act, Caldicott Guardian and Practice Policy
- To maintain accuracy and manage your time effectively while assisting the team and wider team in providing a high standard of service and care to our patients.
- Communicate effectively with staff at all levels throughout the organisation as well as patients, visitors and the general public

**CONFIDENTIALITY**

In the course of seeking treatment, patients entrust the practice with, or allow the practice 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