Receptionist inBirmingham inBirmingham PUBLISHED MON 2 DEC 2024

About Us:Shah Zaman Surgery is a friendly and highly motivated practice dedicated to delivering exceptional patient care. Serving over 4,600 patients, we pride ourselves on our organised approach and our commitment to meeting the needs of our community. Our team is at the forefront of online patient access and utilises SystmOne for streamlined operations.

Shah Zaman surgery is looking for an enthusiastic receptionist to join our team in assisting our patients to book their appointments and answer their queries. We will also provide training on other aspects of reception and admin work in a GP surgery to the right candidate.

Position Overview-We are seeking an enthusiastic and experienced Receptionist to join our supportive team. We are looking for someone full time with flexibility required to cover annual leave and sickness.

Key Responsibilities:

• Provide excellent front-line customer service to patients and visitors.
• Manage appointment bookings and patient inquiries efficiently.
• Maintain confidentiality and adhere to practice protocols.
• Demonstrate strong communication and interpersonal skills.
• Handle multiple tasks while maintaining attention to detail.
• Utilise SystmOne effectively (preferable knowledge).
• Contribute to achieving QOF targets (preferable experience

Qualifications:

• Proven experience in a similar administrative or reception role.
• Strong customer service ethos.
• Excellent computer literacy and keyboard skills.
• Flexibility and willingness to adapt to changing demands.

Desirable:

Previous experience working in a GP surgery

Previous experience with SystemOne software

Knowledge of summarising, prescriptions, and referrals

About us

JOB DESCRIPTION

JOB TITLE-Receptionist

ACCOUNTABLE TO-Practice Manager

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

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 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.

Explain practice arrangements and formal requirement 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 details and prompt appropriate delivery.

Enter requests for home visits onto clinical system, ensuring careful recording of all relevant details.

Receiving repeat prescription requests.

Assisting with the printing of prescriptions.

Handing completed repeat prescriptions to patients and checking names and addresses.

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.

Undertake any typing duties together with general clerical work appropriate to the post as requested by the GPs or Practice Manager.

Patient notes and correspondence:

a. Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

b. Assisting with the scanning of all correspondence onto the Vision system

Make and serve refreshments, ensure the kitchen is kept clean and tidy in turn with other staff.

Premises:

a. Open up premises at the start of the day when first to arrive and make all necessary preparations to receive patients.

b. When last to leave at the end of the day, ensure that all computers are turned off and internal lights are switched off.

Undertake any other additional duties appropriate to the post as requested by the Partners or 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 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 and 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 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 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.

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 be subject to periodic review and amendment in consultation with the post holder.