GP ReceptionistinRotherhaminRotherhamPUBLISHED TUE 25 FEB 2025

Morthen Road Group Practice is looking to recruit a part-time receptionist who is a good communicator, strong team player and has the ability to spin many plates.

This part time position, will consist of 3 x 5 and a half hour shifts 8am - 1.30pm or 1pm -6.30pm over 5 days on a rota basis and will include Fridays. Flexibility is needed for covering holidays, sickness and other absences.

We have a practice population of approximately 12500 patients over 3 sites, Morthen Road, Ravenfield and Braithwell. The position will be based across Wickersley and Ravenfield sites

SystmOne is our clinical system.

The successful candidates will need to have a flexible approach to their day to meet the demands of the practice. The ability to work well as part of team is essential and they will also have excellent customer service skills, strong communication skills, and IT skills.

Applicants will also need broad shoulders, be able to work well under pressure and be able to keep calm in challenging situations. We would expect professionalism when dealing with patients, colleagues and others

Previous Receptionist experience within General Practice would be an advantage but not essential as full training will be given.

As a Receptionist you are the first point of contact for people contacting the surgery and it is vital that you project a positive, friendly and professional image to patients and other visitors.

Primary Responsibilities

• Ensure an effective and efficient reception service is provided to patients and other visitors to the practice.
• Deal with all general enquiries from patients, doctors, staff and other agencies, explaining surgery procedures, making new and follow-up appointments over the telephone.
• Care navigate and direct patients to the most appropriate source of help.
• Action requests for repeat prescriptions and ensure they are processed as per our protocol within 48 hours.
• Filing patients records.
• Entering patient information accurately and in a timely manner onto the patient record or clinical system.
• Receiving and passing on messages to clinical and managerial staff.
• Pass on all requests for home visits to the appropriate clinician, ensuring careful recording of all relevant details.
• Explain the registration process and formal requirements to new patients and those seeking temporary cover and ensure procedures are followed.
• Updating patient details as requested.
• Liaising with other outside agencies including hospitals, ambulance control, out of hours services or other bodies by telephone or email.
• . Providing admin support when required.
• Ensuring that any urgent or outstanding messages and tasks are passed over to incoming colleagues for completion.
• Opening and closing surgery premises.
• Responsibility for checking and securing the premises, setting the security alarm.

About us

JOB SUMMARY

The Practice Philosophy is:

Comprehensive patient-centred care.

Welcoming environment for patients

Well-motivated, caring and efficient team

AIMS OF THE POST:

To provide a responsive and friendly service to patients, whilst maintaining a professional manner. To work as an effective member of the patient services team and wider practice team, helping the Partners and staff to provide the highest possible quality of care to patients. To be polite and willing to help.

To provide a comprehensive service to our patients, on the telephone, in person and by electronic communication. To ensure strict confidentiality.

Effective communication within the practice is vital. When dealing with patients and outside agencies, the post-holder will contribute towards ensuring that everyone who deals with them holds the practice in high regard. Absolute discretion is required in protecting patient confidentiality. The post-holder will be required to work flexibly at the reception desk or in the call takers room, taking responsibility for admin functions and providing admin support to the wider team. You will be required to cover absences of other members of the team.

MAIN DUTIES AND RESPONSIBILITIES

Reception Duties

Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely.

Answer all incoming phone calls from patients and other healthcare professionals. Divert them as appropriate, and/or take and pass on messages.

Deal with administrative queries and requests from patients and act as liaison with the clinicians, as necessary.

Input patient requests into our Patient Triage system Anima as well as making/cancelling/rearranging appointments via the SystmOne clinical system.

Support and assist clinicians as required.

Arrange interpreters, as necessary.

Ensure up to date patient information is recorded.

Give test results where appropriate.

Deal with requests and completed medical reports. Including the receipt of fees for such reports.

Keeping tidy the workspace and waiting area.

Each morning, open premises, do security and heating and ventilation checks.

Each evening, perform the lockdown procedure, set alarms and lock premises.

Clerical Duties

Ensure that repeat prescriptions are accurately and efficiently prepared following protocol.

Monitor incoming electronic test results to ensure prompt review by clinicians.

Data entry of new and temporary registrations and relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters.

Retrieve paper notes from storage unit as requested.

Photocopy documents as required.

Action tasks set by clinicians via the clinical systems and email.

Patients

Deal with patients in a courteous, empathetic and efficient manner.

Act as front of house contact for the Practice at our reception desk and by telephone.

Keep patients informed of any appointment running late.

Deal with incoming telephone enquiries in the call room.

Get to know regular patients and build up a professional rapport and understanding of needs.

Ensure confidentiality of information (written/electronic/oral) inside and outside of workplace.

Follow all practice procedures to meet Caldicott and security requirements.

Ensure compliance of the GDPR

Follow procedures to comply with Health and Safety standards, including COSHH where appropriate to ensure the safety of staff, patients, visitors and premises.

Deal with complaints promptly, professionally, with empathy and following Practice protocol.

Data

Prompt and accurate notes made on patient records either on the clinical systems or where needed on paper records.

To demonstrate ability to use SystmOne, Anima, Microsoft Outlook, DOCMAN, Microsoft Word and Excel and other programmes and software as required.

Communication

To be a good communicator

Consult with clinicians and professionals inside and out of the Practice community in a professional manner and follow through on actions and requests.

To develop and maintain effective communications with all colleagues.

Supports others in the reception team and in the larger Practice team.

Quality

To identify any issue or changes needed to working practice and report to line manager.

To take part in practice meetings and ongoing professional development, as necessary.

To abide by the Practice protocols and guidelines for the Practice

Demonstrate commitment to continued professional development.

Demonstrate computer literacy.

Participate in the induction and training of all members of practice staff.

Record keeping

To keep adequate and appropriate records to ensure an effective audit trail.

You are required to keep adequate record of training completed.

General Duties

Be involved in the maintaining and encouraging of adequate security measures e.g. locking doors, setting security alarm where relevant.

Leave desk tidy at the end of each day.

Maintain the Health and Safety of all staff, patients and visitors.

Ensure confidentiality by using discretion and only releasing confidential information obtained whilst employed to those acting in an official capacity with the agreement of the Practice Manager.

Comply and familiarise yourself with the Practices Safeguarding policies and procedures.

Perform any other duties as reasonably requested by the Doctors or the Practice Leadership Team

Other

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required. The responsibilities may alter to meet the needs of our patients and business. All members of staff should be prepared to take on additional duties or relinquish existing duties to maintain the effective running of the practice.