Receptionist / AdministratorNHS

Job summary

A rare opportunity has arisen at Stuart Road Surgery for a Receptionist / Administrator. We are looking for an enthusiastic and motivated individual to join our small, but dedicated team at Stuart Road Surgery.

The position is for 37 hours per week between the hours of 8am and 6.30pm - We operate a "swing shift" working pattern, working early and late alternating weeks. Part-time candidates may also be considered.

Due to the complex nature of Primary Care settings (GP surgeries) previous primary care experience will be highly desirable.

Due large number of anticipated applicants, only those candidates who've been successful for interview will be contacted.

Main duties of the job

This is not an exhaustive list:

• Receive, make and divert calls as required.
• Meet, greet and book in patients visiting the practice
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover
• Advise patients of relevant charges for private services, accept payments and issue receipts
• Respond to all queries and requests for assistance from patients and other visitors
• Enter requests for home visits
• Ensure that requests for prescriptions are forwarded to the prescription clerk or Duty Doctor as appropriate
• Action requests for ambulance transportation
• Ensure reception, waiting area and own workstation are kept neat and tidy
• Receiving/handling specimens from patients, ensuring they are processed and recorded appropriately whilst observing H&S regulations
• Processing tasks daily and dealing with urgent tasks as soon as they arrive.
• Accessing practice emails and distributing/actioning them as appropriate
• Open up premises at the start of day and make all necessary preparation to receive patients
• Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm is activated
• To have a thorough knowledge of all practice policies, procedures and protocols, ensuring we work in accordance with these
• Provide administrative support for clinical staff.
• Scanning/Distribution/Filing of patient/hospital/external agency correspondence as necessary.
• Updating patient details

Job description

DUTIES AND RESPONSIBILITIES

Reception

• Receive and make calls as required. Divert calls and take messages as appropriate
• Meet, greet and book in patients visiting the practice and to act as a first point of contact
• To facilitate patients accessing the clinical care provided by the practice.
• Manage the flow of patients at reception for appointments, prescriptions or queries
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed
• Advise patients of relevant charges for private services, accept payments and issue receipts
• Respond to all queries and requests for assistance from patients and other visitors
• Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to the duty doctor
• Ensure that requests for prescriptions are forwarded to the prescription clerk or Duty Doctor as appropriate
• Action requests for ambulance transportation and enter details in appropriate forms
• Ensure all calls and appointment bookings are managed appropriately and in line with practice protocols
• Ensure reception, waiting area and own workstation are kept neat and tidy
• Support GPs and the wider clinical team in providing care
• Receiving and handling specimens from patients, ensuring they are processed and recorded appropriately whilst observing H&S regulations
• Processing tasks daily and dealing with urgent tasks as soon as they arrive.
• Accessing practice emails; distributing and actioning them as appropriate
• Processing new patient registrations

Management of appointment system

• Ensure total familiarity with all appointment systems in advance for each consulting session
• Making appointments by processing appointment requests for that day, future appointments from patients in person and on the telephone.

Start and end of day procedures

• Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients
• Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm is activated

Administration

• To have a thorough knowledge of all practice policies, procedures and protocols, ensuring we work in accordance with these
• Provide administrative support for clinical staff.
• Scanning/Distribution/Filing of patient/hospital/external agency correspondence as necessary.
• Opening and distribution or practice post
• To send letters to patients as necessary
• Updating patient details i.e. Change of address, telephone numbers etc.

Miscellaneous

• An understanding, acceptance and adherence to the need for strict confidentiality
• An ability to use own judgment, resourcefulness, common sense and local knowledge, to respond to patients enquiries and requests
• Excellent communication skills and courteous manner
• Any other delegated duties considered appropriate to the post

About us

Stuart Road Surgery is a small, but friendly GP training surgery located at the edge of Pontefract town centre.

We serve around 7200 patients and have 2 x GP partners, 5 x Salaried GP's, 2 x Practice Nurses and 1 x Healthcare Assistants along with our existing team of reception and administrative staff, operations manager and a practice / business manager.