Medical Receptionist

Undercliffe Surgery; Heckmondwike; On-site; GBP 10,000 - 40,000; Part time

Job summary

A local health practice is seeking a part-time receptionist to join their team. The role involves managing reception tasks, assisting patients, and ensuring smooth operation of the appointment system. Candidates should have strong I.T skills and customer service experience. The position offers 35 hours per week on an 18-month fixed term contract with annual leave benefits.

Benefits

4 weeks annual leave, pro rata

Competitive pay meeting National Living Wage

Qualifications

• 6 months experience in a customer service environment.
• Experience working with the public in a busy setting is essential.
• Ability to maintain confidentiality.
• Adaptability to changing demands in a practice.

Responsibilities

• Manage reception tasks including welcoming patients.
• Monitor appointment systems and inform patients of delays.
• Handle medical records and assist clinical staff.
• Ensure compliance with confidentiality requirements.

Skills

I.T skills

Communication skills

Customer service skills

Attention to detail

Telephone manner

Education

NVQ Level 2 or equivalent in English and Maths

Job description

Undercliffe Surgery is looking for a part-time receptionist to join our friendly experienced team on an 18 month fixed term contract. The position is offered for 35 hours per week, 7 hours per day Monday - Friday between the hours of 8am-18.30pm.The working pattern consists of two shifts, 8am-3pm and 11.30am-18.30pm which alternate weekly. Applicants must be able to demonstrate excellent I.T skills and strong communication skills with an ability to pay attention to detail. Customer service skills are essential. Previous experience of working in general practice is desirable but not essential. Applicants must be able to work both in dependently and as part of a team. They will need to be able to adapt to the day to day demands of working in a busy general practice setting. Remuneration for the role meets the National Living Wage. We offer an annual leave entitlement of 4 weeks, pro rata. Our leave years runs from April to March.

We will be conducting interviews Friday 28th November.

Main duties of the job

To carry out a range of reception and administrative tasks in relation to the day-to-day running of the practice's reception service. Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient 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.

About us

Undercliffe Surgery is a busy, forward thinking practice in the heart of Heckmondwike. We are a friendly dynamic team led by our two GP Partners. Our clinical team consists of GP's, Advanced Practitioners, Nurses and Healthcare Assistants, supported by our admin and secretarial teams. We also work alongside physiotherapists, social prescribers, pharmacists and mental health support workers who are aligned with us from Spen PCN. We are a patient centred practice, the care and wellbeing of our patients is at the core of everything we do.

Job responsibilities

Post: Medical Receptionist

Accountable to: GP Partners, Practice Manager, Reception Manager

Specific Duties:Greeting patients politely and ensuring that the appointment system is running efficiently, monitor the flow of patients to and from consulting rooms, managing queues through telephone and face to face interaction.

Ensure patients are informed if a clinician is running late or called out.

Ensure urgent extras are monitored with appropriate guidance.

Advise patients of relevant charges for non-NHS services, accept payments and issue receipts.

Explain practice arrangement and requirements for new and temporary patients.

Accept registration forms from prospective patients ensuring adherence to practice policies.

Respond to all queries and requests for assistance from patients and other visitors to the practice as appropriate.

Enter requests for home visits including all relevant information.

Deal efficiently with emergency situations.

Maintain a supply of relevant bags, bottles and stationary to keep consulting rooms stocked; ensure rooms have adequate supplies.

Keep reception area clean and tidy.

Handle specimens as per practice protocol.

Management of Appointment System

Maintain working knowledge of the appointment systems, ie, times of all clinics, duration of appointments , knowledge of computer system, doctor rotas, procedures for booking routine and emergency appointments.

Book appointments accurately and appropriately.

Monitor daily available appointments and report any overload to the Reception Manager/Supervisor as appropriate. Ensure sufficient appointments are blocked off for urgent and triage appointments.

Management of Medical Records and Administration

Ensure medical records are kept accurately in alphabetical order, in easily retrievable fashion and kept tidy.

Retrieve and re-file records as required by clinical staff.

Carry out scanning of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient records.

Ensure efficient storage of scanned letters for confidential destruction.

Operation of Telephone System.

Receive and make calls as required. Divert calls and take messages as appropriate, recording information for clinicians to action (home visits, phone calls, etc.)

Ensure phones are accurately transferred too and from night duty service and report any faults to the Reception Manager/telephone provider.

Provide non clinical patient care, dealing with requests for information, test results, requests to speak to clinical staff, ensuring confidentiality and privacy for patients.

Ensure patients have access to any relevant leaflets, support groups, carers association etc.

Information Technology and Audit Duties

Maintain working knowledge of computer/clinical systems, reporting any problems to the Reception Manager.

Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills.

Building

Report any maintenance matters to the Reception Manager.

Confidentiality and Data Protection

Where it is a requirement of the job for the post-holder to use computers or other information technology, they will be required to ensure that security procedures are followed as appropriate and that confidential information, for example, passwords, are not communicated to unauthorised individuals.

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 staff will respect their privacy and act appropriately.

In the performance of the duties outlined in the job description, the post -holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. The pos6t-holder may also have access to information relating to the practice as a business organisation. All such information from any sour5ce 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

All employees are required by section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts and omissions. The post-holder will assist in promoting and maintaining their own and other 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
• Identify the risks involved in work activities and undertake 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

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 their privacy, dignity and needs and the beliefs of patients, carers and colleagues
• Behaving in a manner which 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/personal development programme implemented by the practice as part of its employment to include:

• Participation in annual individual performance reviews, 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
• Completing all mandatory training in the timeframes agreed as per the practice mandatory training matrix.

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 their 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 h0ow policies, standards and guidelines will affect own and others work.
• Participate in audits where appropriate.

This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post-holder to reflect the needs of the service.

Person Specification

Experience

• Minimum 6 months work experience in a paid or voluntary capacity.
• Experience of working directly with members of the public, in a busy customer service environment.
• Knowledge of working in an administrative office environment.
• Experience of working in a team.
• Experience in a medical receptionist role.
• Experience of answering telephone calls in a high-call volume environment.

Skills

• Basic inputting/keyboard skills.
• Good telephone manner.
• Ability to produce work of a high standard and with attention to detail.
• Previous use of a computerised patient information system.

Personal Qualities

• Flexible attitude to work
• Are able to work as part of a team
• Well motivated
• Able to deal with sensitive issues with tact and diplomacy.

Qualifications

• NVQ Level 2 or equivalent in English and Maths

Other Requirements

• Understanding the importance of confidentiality.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.