Job summary
We are seeking an enthusiastic
and motivated person to join our professional yet friendly team. Ideally we are
looking for someone who has a proven track record in a public-facing role but
would provide full training to the right candidate who has a passion to deliver
excellent customer service in a healthcare environment. This is a busy,
ever-changing environment and the successful candidate needs to be able to
remain calm and focused under pressure and be able to understand and prioritise
workload to ensure that our clinicians can provide appropriate and timely care
to our patients. This post is full time (37.5 hours per week) spread across all
our opening hours with a requirement for flexibility to work additional hours
to cover leave and to provide periodic additional services at evenings and
weekends (eg vaccination clinics).
Main duties of the job
Booking appointments
Answering queries from
patients and other agencies
Signposting patients to other
services
Telephoning patients at the
request of clinicians/management team
Processing incoming documents
Processing requests and queries
received via email
Preparing repeat prescriptions
for signature
Data entry
Ensuring a clean, tidy, safe
environment
About us
About us
We are a 3 partner General
Practice with 5,000 patients located in the village of Painswick. We are part
of the Stroud Cotswold Primary Care Network (SCPCN) with 4 other practices which
allows us to combine our efforts to work on bigger projects (eg the delivery of
the Covid-19 vaccination programme). We also have 2 salaried GPs working with
us as well as 2 Practice Nurses and a Health Care Assistant. We are also a
training practice for qualified doctors who wish to work as GPs.
Job description
Job responsibilities
Job Summary
To be responsible for
undertaking a wide range of administration and reception duties and the
provision of general support to the multidisciplinary team. Duties can include
but are not limited to, greeting and directing patients, effective use of the
appointment system, booking appointments, processing of information and
assisting patients as required. To act as the central point of contact for
patients, the distribution of information, messages and enquiries for the
clinical team, liaising with multidisciplinary team members and external
agencies such as secondary care and community service providers.
Primary Responsibilities
The following are the core
responsibilities of the receptionist. There may be on occasion, a requirement
to carry out other tasks; this will be dependent upon factors such as workload
and staffing levels:
a.
Maintaining and monitoring the practice appointment
system
b.
Process personal, telephone and e-requests for appointments
c.
Answer incoming phone calls, transferring calls or
dealing with the callers request appropriately
d.
Signpost patients to the correct service
e.
Initiating contact with and responding to, requests
from patients, team members and external agencies
f.
Prepare repeat prescriptions for signature
g.
Scan data onto the clinical database
h.
Photocopy documentation as required
i.
Data entry of new and temporary registrations and
relevant patient information as required
j.
Input data into the patients healthcare records as
necessary
k.
Direct requests for information i.e. SAR, insurance
/ solicitors letters and DVLA forms to the administrative team
l.
Manage all queries as necessary in an efficient
manner
m.
Carry out system searches as requested
n.
Maintain a clean, tidy, effective working area at
all times
o.
Monitor and maintain the reception area and notice
boards
p.
Support all clinical staff with general tasks as
requested
Secondary Responsibilities
In addition to the primary
responsibilities, the medical administrator may be requested to:
a. Partake in audit as directed
by the audit lead
b. Support administrative staff,
providing cover during staff absences
c. Action incoming faxes when
necessary
d. Scanning of patient related
documentation and attaching scanned documents to patients healthcare records
e. Complete opening and closing
procedures in accordance with the duty rota
f.
Processing repeat prescriptions, ensuring they are
processed accurately and efficiently
g. Monitoring of stationery
supplies
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Excellent communication skills (written and oral);
- Strong IT skills;
- Clear, polite telephone manner;
- Competent in the use of Office and Outlook;
- Effective time management (Planning & Organising);
- Ability to work as a team member and autonomously;
- Good interpersonal skills;
- Problem solving & analytical skills;
- Ability to follow policy and procedure;
- Polite and confident;
- Flexible and cooperative;
- Motivated;
- Forward thinker;
- High levels of integrity and loyalty;
- Sensitive and empathetic in distressing situations;
- Ability to work under pressure;
- Flexibility to work outside of core office hours;
- Flexibility to work alternative or additional hours to cover leave;
- Disclosure Barring Service (DBS) check;
Desirable
- EMIS / Systmone user skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Painswick Surgery
Address
Hoyland House
Gyde Road
Painswick
Gloucestershire
GL6 6RD