Receptionist - Fairfield Surgery

Job summary

Hourly Rate: £

30 hours a week

Candidates must be computer literate, knowledge of the Vision clinical system would be beneficial but full training can be provided. Good telephone manner however is essential preferably with previous experience in a surgery or NHS environment would be advantageous. Duties mainly include answering the telephone, reception desk, booking appointments, patient follow up for test results, processing of incoming correspondence. The position is full time and can we worked over 4 days, our hours are 8am - Monday - Friday, we would consider part-time as job share.

Main duties of the job

Your Responsibilities;

Maintain and monitor the practice appointment system

Process personal, telephone, and e-requests for appointments

Answer incoming phone calls, transferring calls, or dealing with the callers requests appropriately

Initiating contact with and responding to, requests from patients, team members, and external agencies

Data entry of new and temporary registrations and relevant patient information as required

Manage all queries as necessary in an efficient manner

Monitor and maintain the reception area and notice boards

Provide general administrative support such as scanning, copying, supporting clinical team, etc

The role will give you a high level of exposure to many administrative tasks as you work closely with the practice team and is the perfect role for a talented administrator/receptionist who is keen to take on a new challenge within a fast-paced environment.

Schedule:

Day shift

Monday to Friday

Experience:

Significant experience in Primary care (required)

Significant Reception experience (preferred)

About us

Fairfield Surgery is an 8,300 patient GMS practice based in the Port Talbot Resource Centre with a friendly administrative team. There are 3 GP Partners with a clinical team of Practice Pharmacist, Practice Nurses and a Health Care Worker. Supported by a community team of District Nurses, Midwives and Health Visitors.

Our vision is to offer excellent medical care in accordance with best practice taking care to support all our staff.

We offer:

Modern purpose-built surgery

Free parking

Good working conditions

NHS Pension scheme

Job description

Job responsibilities

Job Summary:

To provide administrative support and services to all members of the practice team.

Job responsibilities:

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

Management of appointment system

Ensure total familiarity with appointment systems including regular and incidental variations

Book appointments and recalls ensuring sufficient information is recorded

Monitor flow of patients into the waiting room

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.

Enter requests for home visits onto the triage screen, ensuring to carefully record all relevant details and referring to duty doctor where necessary.

Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.

Enter patient information on to the computer as required.

Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

Administrative support

Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date and actions requested within the following system are dealt with in a timely manner.

o Mail Manager

o Daybook

o Docman

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Experience

Essential

Excellent customer service skills with a courteous and friendly demeanour Excellent IT skills and solid knowledge Microsoft Outlook experience (Excel, Word, Outlook emails, etc.).

Desirable

Experience of working in primary care Experience of working alone

Qualifications

Essential

GCSE level A-C achieved or equivalent

Desirable

Good standard of qualifications required

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