Patient Services Assistant

3 months ago

StokeonTrent, United Kingdom Tean Surgery Full time

Job summary

A fantastic opportunity has arisen for a part time Patient Services Assistant to join our welcoming team at the Tean Surgery & Blythe Bridge Primary Care Centre. We are a GP Surgery based across 2 sites in the Moorlands Rural PCN group. Our practice list is currently approx. 6,900 patients.

We are looking for a caring and enthusiastic applicant to join our well established team.

The vacancy is for 27 hours, worked over 3 days, or more if required. Working hours are between 8am - 6pm weekdays.

This role is being advertised to add more hours into the administration/reception team, not to replace, or fill any empty position.

Main duties of the job

Main duties will include:

Greeting and directing patients and other visitors. Making appointments and giving out appointment cards. Accepting, letters, completed forms, specimen bottles etc. Handling general enquiries and explaining surgery procedures. Registering new patients, temporary residents, emergency patients and those requiring immediate treatment. Telephoning patients, hospitals, clinics, etc. for test results and to make appointments. Ordering ambulances, both routine and emergency. Taking messages, recording details accurately in the appropriate manner and ensuring they get passed on to the appropriate person. Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Scanning information into patients records from letters etc. Act as chaperone as and when necessary (will have the relevant training and an active DBS is required) Opening premises in the morning or securing them at night. Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.

About us

We are a GP surgery based across two sites in Tean and Blythe Bridge, Our practice list is currently approx. 6,900 patients. We have 3 GP Partners, 1 Salaried GP, 3 Practice Nurses, a strong and well establised administration/reception team of 9, an Assistant Practice Manager, a Finance Manager and a Practice Manager.

Job description

Job responsibilities

Main Responsibilities:

Administration & Reception Duties: Greeting and directing patients and other visitors. Making appointments and giving out appointment cards. Accepting, letters completed forms specimen bottles etc. Dealing with and recording accurately requests for visits, handling general enquiries and explaining surgery procedures. Registering new patients, temporary residents, emergency patients and those requiring immediate treatment Processing deductions as per procedure Coding patient documentation Maintain a clear desk policy throughout the working day Telephone duties: Making appointments. Dealing with requests for visits appropriately Dealing with queries from patients and other agencies. Telephoning patients, hospitals, clinics, etc. for test results and to make appointments. Ordering ambulances, both routine and emergency. Taking messages, recording details accurately in the appropriate manner and ensuring they get passed on to the appropriate person. Information Technology: Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Scanning information into patients records from letters etc Liaising with EMIS/HIS when problems arise with the computer General Duties: Opening mail (including courier and Health Authority) if necessary. Dealing with problems and queries from doctors, other staff, attached staff and other areas and record accurately if necessary. Filing of medical records, letters and test results. Improving medical records, renewing envelopes where necessary and ensure all necessary information is recorded correctly on the outer cover. The photocopying of medical records in line with data protection and confidentiality. Ordering, re-ordering and monitoring of stationery and other supplies. Receive payment for private medical services from patients, issue receipt and record details for practice manager. Act as chaperone as and when necessary (must have the relevant training and and active DBS) Opening premises in the morning or securing them at night. Checking heating of surgery in the morning. Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter. Other such duties as agreed with the doctor or practice manager.

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 Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified.

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. Attend and participate in practice meetings as required

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 recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognize 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

Desirable

Experience of working with an administration role

Experience

Desirable

Experience of working within a GP practice Minimum of 2 years' admin experience

Qualifications

Essential

GCSE's or equivalent in Maths and English Grade C/4 or above Excellent communication Strong IT Skills Good level of literacy/numeracy Ability to work to high standards in admin Proactive and methodical approach to tasks Good team player Ability to remain calm under pressure Ability to work flexible hours as requested

Desirable

Working knowledge of EMIS or an equivalent clinical system Minimum of 2 years' admin experience

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