We are a GP surgery in central Brighton looking for a reception/administration person to join our friendly team. Our patient list size is 7000, with 5 GP’s, a practice nurse, HCA and 6 reception/administration staff.
The hours are part-time and will be worked between 08.00am and 18.30pm Monday to Thursday, this will be a permanent contract with a 6-month probationary period initially.
If you have any questions or would like to have an informal chat, call Emma Cartledge on 01273 328950. Only candidates who are successfully shortlisted will be contacted.
Job description:
Job summary:
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.
Job responsibilities:
Administration
- To have a thorough knowledge of all practice procedures
- To work in accordance of written protocols
- Using judgment and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations
Reception
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
- Deal with all general enquires, explain procedures and make new and follow-up appointments
- Checking of completed registration forms and relevant identification
- Be aware of patients in the waiting area and of which doctors/nurses are currently working and if the clinics are running late advise patients and offer apologies
- Advise patients of relevant charges for private services, accept payment and issue receipts
Appointments
- Process appointment requests for today/future appointments from patients by telephone and in person.
- Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner
- Enter requests for home visits are inputted correctly, ensuring to carefully record all relevant details and referring to duty doctor where necessary
Computer
- SystmOne GP Computer system
- Process patients’ changes of address – computer data (have knowledge of practice area)
- Action repeat prescription requests in accordance with practice guidelines
- Registrations of new patients – computer data entry
- Participate on a daily basis in task management ensuring that tasks are kept up to date at all times
- Scanning and matching of correspondence into patients records
- Importing electronic correspondence and forwarding to relevant GP
- Read Code and summarising
- Checking email website and printing correspondence
- Processing online requests via practice website
Telephone
- Receive and make telephone calls as required.
- Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
- Switching the phones over at the end of surgery
Other Tasks
- Prioritise workload and request support when needed
- Ensure building security – have thorough knowledge of doors/windows/alarm
- Any other tasks allocated by managers that are appropriate to the post
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, 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 holder’s role
- Undertaking periodic infection control and manual handling training annually
- 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 recognises 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 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, with 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 team’s 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 people’s 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
Work Location: In person
