Receptionist/administrator

**JOB TITLE: Receptionist / Administrator**

**Mon - 08:00 - 13:00, Tues - Day Off, Wed - 08:00 - 18:30, Thurs - 08:00 - 18:30, Fri - 08:00 - 18:30**

**ADDITIONAL HOURS**:
**May be required/ offered to cover holiday, sickness or increased workload (occasional Saturday / Flu, Covid clinics)**

**PLACE OF WORK**:
**Based at both The Deeping Practice and Glinton Surgery**

**RESPONSIBLE TO**:
**Reception Supervisors, Practice Manager**

**About us**:
The Deepings Practice is a large practice based in Market Deeping with a branch site at Glinton, we serve over 24,000 patients. The Deepings practice has a large team of clinical and non-clinical staff lead by seven partners and a full senior management team. We have a CQC score of Good and strive for excellence in all areas of patient care. We have a strong focus on health promotion and personalised care, supporting patients to make informed decisions about their health and social care. We are a dynamic, friendly, and supportive team with experience in training GPs and other healthcare professionals.

**Job Summary**:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

To provide administrative support to assist in the running of the Practice.

**Main Duties**:
**Reception**:

- Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
- Deal with all general enquiries, explain procedures and make new and follow-up appointments.
- Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
- Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
- Assist in all administration related to the work of the reception team.

**Administration**:

- Enter/scan patient information on to the computer as required.
- Deal with incoming post and issue to relevant departments.
- Patient notes and correspondence:

- Retrieve and re-file records as required following practice procedures.
- Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

**General**:

- Ensure the waiting room is kept tidy (in turn with other staff).
- Premises:

- Open up premises at the start of the day if required and make all necessary preparations to receive patients.
- When last to leave at the end of the day, ensure that all close down procedures for Reception are completed.
- Ensure that all new patients are registered onto the computer system promptly and accurately as necessary.
- Undertake any other additional duties appropriate to the post as requested by the Reception Supervisors or Practice Manager.

**Disclosure and Barring Service Check**:
**Confidentiality**:

- In the course of seeking treatment, patients entrust us with, or allow us 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 to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

**Health & Safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

- Using personal security systems within the workplace according to Practice guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks i