GP Receptionist / Administrator inNottingham inNottingham PUBLISHED 16 DEC 2023

Job Summary

To provide a high level of administrative services to patients, doctors, nurses and other members of the practice team, ensuring all processes are carried out to practice standard and policy.

Job Responsibilities

To carry out admin duties as per practice procedure but to also use own initiative to ensure processes are smooth running and effective in the following areas:

ADMINISTRATION

• Action requests for patient medication via telephone systems, tasks and emails.
• Request, update and complete query messages on system logs.
• Record, update and complete patient tasks within clinical system by liaising with the relevant persons for information.
• Sort all incoming patient-related mail.
• Scan patient-related documents into the clinical system
• Send information to patients via AccuRx
• Check and process new patient registrations.
• Manage practice emails.
• Liaise with teams for network/IT/phone support
• Pulling/filing paper notes for surgeries and updating as necessary.
• Manage and update patient information notice boards and leaflets
• Photocopying as requested.
• Franking and posting of mail as requested.
• Take action as directed by other team members

CODING & SUMMARISING

• Identify relevant clinical information contained in patient correspondence and code correctly in the patient record.
• Identify any action required from patient letters and carry out accordingly.
• Add any additional information about the source of the document
• Forward necessary letters to clinicians for information ie medication changes/referrals
• Deal with queries relating to coding.
• Manage practice document workflows
• Summarise and cull incoming Lloyd George patient records, documenting relevant and necessary patient medical history in accordance with practice protocol.
• Maintenance of paper records filing system.

RECEPTION

• Process appointment requests for today/future appointments from patients by telephone and in person.
• Receiving patients, consulting with members of practice team
• Handing completed repeat prescriptions/pathology requests to patient and checking names and address.
• Deal with visits/requests
• Be able to cover all reception positions as necessary

GENERAL RESPONSIBILITIES FOR ALL STAFF

The post-holder is expected to:

• Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies.
• To work in accordance of written protocols.

• Attend mandatory training as identified by the practice.
• Highlight potential development areas.

The post-holder must maintain the confidentiality of information about patients staff and practice business in accordance with the Data Protection Act 1998 and Caldicott principles.

Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

All members of staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken.

All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children.

The practice has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination.

1. Qualifications

• GCSE or equivalent pass in Maths and English

2. Experience

• Experience of SystmOne clinical system desirable
• Experience of Microsoft Office software
• Experience of dealing with the public/patients
• Experience of working in a public facing reception environment

3. Knowledge/Skills

• Medical terminology
• Advanced numeracy skills
• Excellent keyboard and computer skills
• Excellent communication skills

4. Qualities/Attributes

• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative

5. Other

• Flexibility of working hours/able to work at the desired times
• Experience of Primary Care
• Car driver/clean licence

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 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, safe way and free from hazards
• Actively reporting 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

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 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
• 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

The Ivy Medical Group is looking for a part time receptionist / administrator.

Hours to cover are a must for a Wednesday and Friday afternoon , plus potential additional shifts (AM 08:00 to 13:00 and PM 13:00 to 18:30)

The Practice is open from 08:00-18:30 Monday-Friday.

Experience in customer services is ESSENTIAL.

Experience in the NHS and General Practice is desirable but not essential.

Both practices use System One.

To be responsible for undertaking a wide range of 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.