Reception Supervisor

2 weeks ago

Nottingham, United Kingdom Deer Park Family Medical Practice Full time

Job summary

The primary function of the role is to supervise, develop andorganise the reception and admin team.

Part of the role is also to work some shifts on reception throughout the week and cover for reception/admin staff holidays/sickness.

Main duties of the job

To provide a supervisory function to the reception department, thereby assisting with the smooth running of the practice. To lead the reception team, ensuring an efficient and professional manner is maintained. To provide a focal point of communication between patients, doctors and other medical staff. To act as a role model, demonstrating and promoting the standards expected by the practice and creating the energy and enthusiasm for the service. To liaise with and assist the Practice Manager as and when required. To ensure confidentiality is maintained according to practice policy.

About us

We are a traditional and supportive, partner led, practicebased in Wollaton. We are adjacent to Wollaton Park with low deprivation andexcellent schools. Our 10000 patients are covered by a team of 2 partners, 7salaried GPs, 3 practice nurses, a health care assistant, and a phlebotomist. Wehave on site clinical pharmacist, mental health worker and physiotherapistcover via our PCN. Our senior partner is Deputy Director of the PCN. We have afriendly supportive environment and very low staff turnover.

Job description

Job responsibilities

Oversee and carry out any of the duties in the Receptionist Job Description also doing 3 shifts on reception and covering for sickness/annual leave. Support the reception staff. Act as a role model to reception staff, supporting, motivating and promoting good staff relations. Ensure all Practice Protocols are understood and adhered to. Assess training needs within the reception area with a view to preparing individual Personal Development Plans for reception staff. Ensure cover and suitable contingency plans are in place for all leave, including unforeseen absence. Preparation of staff rotas. Be the first line of management to deal with disciplinary matters, speak to reception staff when appropriate, and notify them of any action. Accurately document all incidents and outcomes, ensuring that the practice manager is kept informed. Assist with the appropriate recruitment and selection procedure for reception staff. Ensure all new reception staff undertake induction training. Assist with and minimise potential problems that may lead to complaints. Report and help fix computer issues Take part in organising flu clinics ensuring staff cover etc. Review policies and procedures relevant to the role and reception team Complete significant event audits relevant to department or involved in Fire Warden

ADMINISTRATIVE FUNCTIONS

Maintain effective administrative systems.

Appointment system Supervise the correct use of the computerised appointment system. Oversee the alteration or cancellation of surgeries and make alternative arrangements in an emergency or in the event of changes to the surgeries

Oversee the generation of all repeat prescriptions and ensure the safe keeping and correct distribution of all prescriptions. Liaise with Pharmacy as necessary.

Registration procedure - ensure that procedure is kept up-to-date and understood by reception staff and that it is carried out effectively and efficiently.

Check and process the registration section in EMIS (rejections and amendments)

Check Change of address forms done properly, and deductions processed.

Oversee and delegate daily tasks chasing missing test results and notes, unusual queries, following through patient queries, registration difficulties, saying No nicely, etc.

Oversee docman and tasks in EMIS to ensure completed in a timely manner.

Ensure that all details regarding Temporary Residents are correct and are entered on database..

Help promote knowledge and implementation of NHS App

Oversee patient access to online patient services

Person Specification

Experience

Essential

Experience of working with the general public Experience of administrative duties Experience of leading/managing a team Excellent communication skills (written and oral) Strong IT skills (generic) Clear, polite telephone manner Competent in the use of Office and Outlook EMIS/SystmOne/Vision user skills Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure Polite and confident Flexible and cooperative Motivated

Desirable

EMIS/SystmOne/Vision user skills Experience of working in General Practice

Qualifications

Essential

GCSE English (C or above) and at least three others

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