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Medical Receptionist and Administrator

3 months ago

Wisbech, United Kingdom Trinity Surgery Full time

Job summary

Trinity Surgery is seeking a full time skilled Receptionist /Administrator, to join our pro-active and friendly team. We are looking for a highly motivated individual who can demonstrate excellentIT, administration and communication skills, who is committed to promoting andproviding excellent patient centred services. You should enjoy working within ateam with the ability to multi-task and work well under pressure.

This is an interesting, varied and rewarding role providing receptionist services and administrative support.

The ideal candidate will have experience of working inadministration. Previous experience of working in a GP Practice, knowledge ofthe SystmOne clinical system, medical terminology, read coding, the Quality andOutcomes Framework (QoF) and GDPR is desirable but not essential as fulltraining will be given; multi-lingual skills may be beneficial. Accuracy andattention to detail are essential.

If you possessthe above qualities, are willing and eager to learn new skills and are flexiblein your approach to work we would like to hear from you.

We are stronglycommitted to safeguarding and promoting the welfare of children and allpatients.

Main duties of the job

To provide all the necessary admin and clerical support required to ensure an efficient, effective and high quality service for patients and to work with colleagues to ensure the smooth running of the practice.

About us

Trinity Surgery is a 2 partner training practice in the Fenland town of Wisbech. The surgery provides high quality health care for its 13500 patients and is a consistently high QoF achiever.

Trinity Surgery is the lead practice for Research within the Wisbech PCN.

Trinity Surgery has an experienced, committed, professional and friendly team that prides itself on providing high quality care to all it's patients.

Job description

Job responsibilities

TRINITY SURGERY

JOB DESCRIPTION

MedicalReceptionist / Administrator

MainPurpose of Post: To provide a point of contact for patientsand act as a focal point for communication between patients, doctors and othermedical staff. To provide efficient, accurate administrative support for clinicians,patients and colleagues

Responsible To: Practice Manager

_______________________________________________________________________

1. RECEPTION DUTIES

· Respond to all queries and requests for assistancefrom patients and other visitors

· Greet patients and direct them from reception intowaiting area.

· Ensure patients without appointments but in need of urgentconsultation are seen according to surgery protocol

· Explain practice arrangements and formal requirementsto new patients and those seeking temporary cover, ensure procedures arecompleted

· Advise patients of relevant charges for privateservices, accept payment and issue receipt for same

· Enter on computer any requests for home visits andprovide a computer print-out

· Ensure that any prescription requested urgently forthe day are passed for action to the repeat prescription clerk or other personas appropriate

· Action requests for ambulance transport

· Ensure all incoming and outgoing mail is directed appropriately

· Ensure reception and waiting areas are kept neat andtidy

· Taking fees from patients, entering in day book and issuingreceipts.

· Ensuring sufficient forms and documents are available in Reception

· Work safely at all times in accordance with practice policy

· Theperformance of any other reasonable duties requested by the Doctors, PracticeManager or Reception Team Leader

2. OPERATION OF TELEPHONE SYSTEM

· Receive and make calls as required in accordance withsurgery protocol. Divert calls and takemessages in accordance with surgery protocol

· Ensure the system is operational at the beginning ofeach day and switched over to night service and answerphone operational at theend of each day

3. MANAGEMENT OF APPOINTMENT SYSTEM

Ensure total familiarity with all appointment systems in effect including regular and incidental variations Book appointments and recalls ensuring correct information is recorded Ensure appropriate booking of appointments in line with practice protocol Monitor effectiveness of the system and report any problems or variations required

4. START AND END OF DAY PROCEDURES

· Open up premises at the start of each day, switch offalarm system and make all necessary preparations to receive patients

· Follow “End of Day”procedures and ensure preparations for the next working day are complete

· Secure premises at end of day, ensure building istotally secure, internal lights off and alarm system activated

5. ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST

SPECIAL REQUIREMENTSOF THE POST

An understanding, acceptance and adherence to the need for strict confidentiality An ability to use own judgement, resourcefulness, common sense and knowledge, to respond to patients enquiries and requests Excellent communication skills Ability to prioritise workload Accuracy and attention to detail

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 carer, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organization, 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 willassist in promoting and maintaining their own and others’ health, safety andsecurity 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 andDiversity:

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

Acting in a way that recognizes the importance of people’s 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/ProfessionalDevelopment:

Thepost-holder will participate in any training programme implemented by the Practiceas 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:

Thepost-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 team’s performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, to ensure equitable division of workload and resources.

Communication:

Thepost-holder should recognize the importance of effective communication withinthe team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognize people’s needs for alternative methods of communication and respond accordingly

Contribution to theImplementation of Services:

Thepost-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

5 or more GCSEs Grade 9-4 or higher in relevant subjects

Experience

Essential

Experience of dealing with members of the public Experience of working in a customer service role

Desirable

Experience in Primary Care/NHS/caring profession Experience in using SystmOne clinical software Medical terminology knowledge

Knowledge & Skills

Essential

Ability to understand and learn new software and administrative procedures. Familiar with email and the internet IT literate including experience in using Word and Excel Excellent communication (oral and written) and interpersonal skills Good time management skills and able to work under own initiative Accuracy and attention to detail An understanding, acceptance and adherence to the need for strict confidentiality Ability to work without direct supervision and determine own workload priorities Able to manage stress and work under pressure Adaptable to change Ability to learn new tasks and work to instruction

Desirable

Knowledge and understanding of rules regarding GDPR