Receptionist/administrator

Broadmead Surgery is a busy, friendly and fully computerised (SystmOne) practice located within Grand Union Village Health Centre in Northolt. We currently have over 7300 registered patients.

**We are looking for a new member of staff to join our friendly team for 25 hours per week in a permanent position. Shifts will be between 8am 6.30pm Monday to Friday based on a set rota which will consist of 2 morning shifts (08:00sm - 13:00 or 13:30pm), 2 afternoon shifts (13:00pm or 13:30pm to 18:00pm or 18:30pm, and 1 shift 11:00am - 16:00pm (floating session to cover either sick leave or annual leave) and sharing the rota for Saturdays 9am 1pm.**

Broadmead Surgery is a busy, friendly and fully computerised (SystmOne) practice located within Grand Union Village Health Centre in Northolt. We currently have over 7300 registered patients. We also see non-registered patients for community services such as anticoagulation, ECG etc.

Our team consists of a Lead GP Partner, Salaried GPs, Practice Nurses, Healthcare Assistants, Clinical Pharmacist, Clinical Assistant, Practice Secretary, Reception Team Leader, Senior Receptionist, Administrator and Receptionist Administrators.

Broadmead Surgery is one of six local GP Practices that are part of Northolt Primary Care Network (PCN). The PCN works collaborately to provide enhanced care and services to our patients.

We are keen to support staff development and offer in-house and external training opportunities.

Main Duties

To provide a welcoming and efficient reception service to all visitors and telephone enquiries, ensuring that the patient appointment systems function smoothly and efficiently. To provide administrative services including medical records maintenance, repeat prescribing and any other associated tasks.

Principal Activities:
Welcome and register patients for appointments.

Respond to incoming calls.

Record all messages accurately and forward promptly.

Maintain an efficient appointment system.

Invite patients for annual reviews.

Prompt actioning of incoming and outgoing correspondence (paper and electronic).

Actioning prescription requests, liaising with pharmacies.

Registering new patients.

Actioning clinicians paperwork throughout the day.

Scanning patient correspondence, actioning tasks.

Respond to general enquiries and explain Surgery procedures to enquirers.

Undertake any other administrative tasks as delegated by senior staff or the Practice Manager.Job Description

JOB PURPOSE: To provide a welcoming and efficient reception service to all visitors and telephone enquiries, ensuring that the patient appointment systems function smoothly and efficiently. To provide administrative services including medical records maintenance, repeat prescribing and any other associated tasks.

Principal Activities:
1. Receive, welcome and register patients who arrive for appointments.

2. Respond to incoming calls in a courteous and efficient manner.

3. Record all messages accurately at the time they are taken and forward promptly.

4. Maintain an efficient appointment system by offering new and follow up appointments according to the capacity of the Doctors and other clinical staff.

5. Record requests for home visits.

6. Invite patients for annual reviews in relation to QOF (Quality Outcome Framework).

7. Prompt actioning of incoming and outgoing correspondence (paper and electronic) passing to relevant staff member or duty doctor.

8. Actioning prescription requests, liaising with pharmacies to resolve any issues.

9. Registering new patients onto the clinical system ensuring that all documentation is confirmed as accurate. Arranging for patients New Patient Health check with the Nurse or Doctor.

12. Accurately scanning patient correspondence into patients medical records once seen by clinicians. Actioning any resulting task messages.

13. Help maintain a tidy and efficient medical records room pulling or filing patients medical records. Assist in tagging of new patients medical records ready for a senior member of staff to summarise.

14. Respond to general enquiries and explain Surgery procedures to enquirers.

15. Ensure that the reception area is organised and tidy at all times.

16. Undertake any other administrative tasks as delegated by senior staff or the Practice Manager.

17. Ensure that patients with a complaint about any matter pertaining to the practice are referred without delay to senior staff or the Practice Manager.

18. Maintain complete patient confidentiality at all times.

19. Be prepared to work shifts according to the practice opening hours and to offer extra cover for other receptionists by arrangements.

20. Participate in the Personal Development and Appraisal schemes. Attend training courses as required and complete mandatory online training annually.

21. Participate in any team meetings as required.

22. Ensure that safe working practices are adhered to and in accordance with Health, Safety and Security procedures. Follow