Practice Receptionist & Administrator inWallington inWallington PUBLISHED 15 OCT 2024

We are looking for experienced and non-experienced individuals to join our reception/admin team to support Manor Practice as it continues to develop and grow. This is a great opportunity for someone to join a friendly and dynamic team across 2 sites and provides the opportunity to explore development opportunities in primary care.

This role is likely to be in the region of 16-24 hours pw across 3-4 days. Shifts normally start at 8am and finish at 6.30pm in line with practice opening hours and each shift will normally be for approx 6 hours duration each day worked so either an AM or PM shift. We will also consider a candidate wishing to work full time.

The role is front line patient focused mostly dealing with those presenting in person or by telephone. It also involves some signposting and referring to other services as required and admin work.

Previously unsuccessful applicants should not re-apply.

The post holder will support the practice with reception/admin duties. They will work closely with other staff to deliver high quality care and excellent customer service to patients. They will help create and work to dedicated practice protocols in relation to efficient and effective processes and ensure smooth working at all time. They will be reactive to issues and take steps to help resolve these quickly and efficiently.

About us

Key Tasks and Responsibilities

Reception

Making and cancelling appointments

Docman scanning branch surgery only

Dealing with patient queries in person and by telephone

Signposting or referring to internal and external services

Opening up and closing up of rooms/site

Checking paper/scripts in rooms

Putting up signs on doors for those working having referred to the room rota provided

Checking windows, fans, etc are switched off end of the day and all in accordance with set up and closing down processes provided

Daily fridge temperatures to GPTN in the absence of nurses/HCA

Setting up Bria telephone system and screen daily

Filing and ensuring records are kept in a tidy and ordered state

Processing change of address or updating other details in patients records as advised

Preparing notes for amalgamation and deduction (to then be processed by admin team at main surgery before return to PCSE)

Patient transport booking and coding (first transport only)

Admin

Docman incoming processing (as per managing clinical correspondence protocol)

Docman scanning (usually at main surgery only or to cover at branch if needed)

Docman tasks

Generic email sorting and management

Incoming AccuRx notification processing and online consultation requests

ERS making referrals and oversight of worklists incl A&G

Safeguarding reports and coding

2WWR audit and follow up

Maintenance and update of the death register

Summarising of notes not sent GP2GP (as per summarising policy)

Processing deductions incl deductions/leavers report to LBS

Identification of patients who have moved away and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure removal has taken place

New registrations and setting up new records (please refer to policy for full details)

EMIS workflow tasks (please refer to workflow manager policy for full details)

EMIS tasks from the clinical team and others

Ardens DOB call and recall for long term conditions or other groups

Missing childhood immunisations, reviewing notifications and running Ardens searches and booking patients (please refer to childhood imms policy and protocol for full details)

Monitoring and recall for annual SMI health checks and annual LD health checks

Cytology prior notifications and 3rd recalls via CSMS

Monitoring and f/u for discharged prostate cancer patients

Recoding and f/u of all cancer diagnosis patients at 3 and 12 months

Recording and f/u of all FIT test requests

Entering data and coding information from outside agencies

Attendance at quarterly LD MDT to take minutes and review actions, fortnightly touch base with LD homes by tel or email

Attendance at monthly clinical team meeting to take minutes

Health visitor for under 5 joiners and leavers report monthly (please refer to protocol)

Monthly check of named accountable GP coding (please refer to protocol)

Annual flu, shingles, pneumo recalls incl AccuRx direct booking set up

Processing incoming insurance reports, forms and SARS to iGPR managed system incl invoicing

Care home DES weekly ward rounds and ensuring all relevant f/u

6 week postnatal and 8 week new baby checks and first imms bookings with GP/nurses

Taking direct calls from patients usually 2-4pm

Taking calls to the practice bypass line

Participate in reception duties as required by the practice

This list is not exhaustive and there may be other requirements of this role as required by the Practice Manager and/or Partners.