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Receptionist/Administrator - Sunray Surgery

4 months ago

Surbiton, United Kingdom Kingston GP Chambers Full time

Job summary

The Kingston GP Federation (Kingston GP Chambers) is looking to recruit a fantastic Receptionist/Administrator on behalf of Sunray Surgery in Surbiton.

This role will be part-time, working Tuesdays, Wednesdays and Thursdays for a total of 16 hours per week.

Sunray surgery is a well established GP Practice based in Surbiton. They excel in offering high quality compassionate health care to around 5,000 patients in a friendly welcoming setting.

Patient care is at the heart of everything they do, where the aim is to provide patients with a personalised medical and nursing service, with all staff working hard to ensure that patients receive the care we would wish for ourselves and families. To accomplish this, the surgery place great value in:

Staff, on whom the surgeries reputation depends Maintaining standards of confidentiality, record keeping and clinical knowledge Treating staff with respect and courtesy Offering easy access to appointments Demonstrating best practice

Main duties of the job

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 judgement 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 into the visit book, ensuring to carefully record all relevant details and referring to duty doctor where necessary. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually. Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork. 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. Patient notes and correspondence: Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. Coding and scanning Managing workflow

About us

Kingston GP Chambers is a Federation of all NHS General Practices within the Royal Borough of Kingston upon Thames. It was founded in 2008 as a limited company whose shareholders are all 20 GP Practices within Kingston. The company is led by a Board of Directors who are also GP Partners in their own Practices within Kingston.

Kingston GP Chambers has worked collaboratively with both secondary care and the private sector. At present we provide community clinics for Dermatology, Urology, Neurology, Dementia and Diabetes.

In addition, Kingston GP Chambers are at the forefront of improving patient access to primary care.

We deliver a comprehensive extended hours service offering GP appointments across three hubs in the evenings Monday to Friday, over the weekend and on Bank Holidays.

Kingston GP Chambers has the ability to respond rapidly, and we have continued to demonstrate the capability to provide high-quality, innovative and timely solutions to improving patient care and experience.

We work closely alongside the other GP Federations in Southwest London to continue the government's five-year forward plan and deliver patient services in the community.

We aim to continue to grow as we are increasingly recognised as the provider of choice for extended, enhanced and urgent GP services.

We also expect an increasing role as we support, reinforce and develop the position of general practice as the core building block for an increasing range of jointly-provided services.

Job description

Job responsibilities

The purpose of the position is to 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.

Excellent training and support will be provided.

Please find full job description to follow:

Job responsibilities:

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 judgement 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 into the visit book, ensuring to carefully record all relevant details and referring to duty doctor where necessary. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually. Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork. 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. Patient notes and correspondence: Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen. Ensure records are kept in good repair, with all necessary information on the outside cover clearly visible. Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.

Premises:

Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated. Ensure that all new patients are registered onto the computer system promptly and accurately Undertake any other additional duties appropriate to the post as requested by the partners or the 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 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 Undertaking periodic infection control training (minimum annually) 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 included: 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.

This Job Description will vary from time to time, by mutual consent, according to the way in which the Practice develop.

Person Specification

Qualities/Attributes

Essential

Ability to organise workload priorities Ability to use own judgement and initiative when dealing with problems and enquiries Good verbal and oral communication skills Excellent telephone manner Ability to communicate positively with patients and all members of the practice team and outside organisations Ability to recognise, accept and adhere to the need for strict confidentiality Good knowledge of English language and grammar Ability to work independently, but also as a team member Flexible and adaptable

Knowledge and skills

Essential

Good computer skills, Microsoft Word and Excel Excellent interpersonal and communication skills

Qualifications

Essential

GCSE Maths GCSE English Demonstrable commitment to professional development

Experience

Essential

Previous experience in dealing with the public Reception experience Customer service experience

Desirable

Previous work experience at a GP Practice Experience of the EMIS Web System