Receptionist/Care Co-ordinator

Job summary

We are a small rural GP surgery and are looking to recruit a part time Receptionist/Care Co-ordinator to join our friendly team.

You will 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

The hours are Monday 2pm - 7pm, Wednesday - 7pm, Thursday 3pm - 7pm & Friday 4pm - 7pm.

PLEASE BE AVAILABLE FOR AN INTERVIEW ON WEDNESDAY 4TH DECEMBER 2024

Main duties of the job

To have a thorough knowledge of all Practice procedures and work in accordance of written protocols. Processing messages via DOCMAN workflow & Tasks. Fax and photocopy as requested

Informing patients of test results in accordance with Practice guidelines

Receiving patients and processing medication orders for patients, carrying out the necessary checks.

Process requests for appointments from patients by telephone and in person. Deal with home visit requests.

Registration of new patients computer data entry and medical records. Process patients change of address computer data and medical records (have knowledge of Practice area).

Have working knowledge of telephone system, during and after hours. Deal with all incoming calls appropriately and know when to transfer to other departments

Clear rooms after surgeries and ensure the waiting room is tidy

Ensure building security have thorough knowledge of doors/windows/alarm. Any other tasks allocated by managers

About us

We are a small rural dispensing GP practice with a current patient list of approximately 5000. We are situated in Knightwick, Worcestershire. We currently have three GP Partners, one salaried GP, two practice nurses and two health care assistants. We also have a Clinical Pharmacist, two Pharmacy Technicians, a Mental Health Practitioner and First Contact Physio.

Job description

Job responsibilities

Job Responsibilities:

Administration

To have a thorough knowledge of all Practice procedures.

To work in accordance of written protocols

Pulling/filing notes for satellite surgeries as required by Clinical Staff

Processing messages via DOCMAN workflow & Tasks

Photocopy as requested

Informing patients of test results in accordance with Practice guidelines

Reception

Receiving patients consulting with members of Practice team

Handing processed medication orders to patients and carrying out the necessary checks.

Be able to cover all reception positions as necessary

Appointments

Process requests for today/future appointments from patients by telephone and

in person.

Deal with visits requests

Ensure appointments are booked in accordance with Practice guidelines

Computer

Registration of new patients computer data entry and medical records.

Process patients change of address computer data and medical records (have knowledge of Practice area).

Process repeat prescription requests in accordance with Practice guidelines.

Telephone

Have working knowledge of telephone system, during and after hours.

Deal with all incoming calls appropriately and know when to transfer to other departments

Other Tasks

Co-ordinate the delivery of patient medication to designated drop-off points in Clifton on Teme and Martley

Clear rooms after surgeries and ensure the waiting room is tidy

Ensure building security have thorough knowledge of doors/windows/alarm.

Make tea/coffee for doctors as requested

Any other tasks allocated by managers

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 identified

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 recognizes 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 which 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 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

Qualifications

Essential

Good computer skills (Word / Excel / keyboard skills) Good / excellent command of English language

Experience

Desirable

Previous experience desirable however full training will be provided.

Skills, knowledge & competencies

Essential

Ability to work under pressure Good telephone manner Good communication/interpersonal skills Good organisational skills Flexibility to cover other shifts Full driving licence

Desirable

Knowledge of medical terminology

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