Medical Receptionist and Administrator

Integrated Care System; Wisbech; On-site; GBP 40,000 - 60,000; Part time

Job summary

A local healthcare provider in Wisbech is seeking a part-time Receptionist/Administrator to join their team. The role requires excellent IT and communication skills, with responsibilities including providing administrative support, handling patient queries, and managing appointments. Experience in a customer service role and knowledge of medical terminology are preferred. This position offers the chance to be part of a dedicated team committed to patient-focused care.

Qualifications

• Experience in customer service roles is essential.
• Knowledge of medical terminology is highly desirable.
• Experience working in Primary Care/NHS settings is preferred.

Responsibilities

• Provide administrative support and receptionist services.
• Handle patient queries and manage appointment bookings.
• Ensure compliance with health and safety procedures.

Skills

IT skills

Communication skills

Time management

Attention to detail

Education

5 or more GCSEs, Grade 9-4 or higher

Tools

SystmOne clinical software

Microsoft Word

Microsoft Excel

Job description

Trinity Surgery is seeking a part time, 20 hours per week (working predominantly afternoons) skilled Receptionist /Administrator, to join our pro-active and friendly team.We are looking for a highly motivated individual who can demonstrate excellentIT, administration and communication skills, who is committed to promoting andproviding excellent patient centred services. You should enjoy working within ateam with the ability to multi-task and work well under pressure.

This is an interesting, varied and rewarding role providing receptionist services and administrative support.

The ideal candidate will have experience of working inadministration. Previous experience of working in a GP Practice, knowledge ofthe SystmOne clinical system, medical terminology, read coding, the Quality andOutcomes Framework (QoF) and GDPR is desirable but not essential as fulltraining will be given; multi-lingual skills may be beneficial. Accuracy andattention to detail are essential.

If you possessthe above qualities, are willing and eager to learn new skills and are flexiblein your approach to work we would like to hear from you.

We are stronglycommitted to safeguarding and promoting the welfare of children and allpatients.

Main duties of the job

To provide all the necessary admin and clerical support required to ensure an efficient, effective and high quality service for patients and to work with colleagues to ensure the smooth running of the practice.

About us

Trinity Surgery is a 2 partner training practice in the Fenland town of Wisbech. The surgery provides high quality health care for its 14,000 patients and is a consistently high QoF achiever.

Trinity Surgery is the lead practice for Research within the Wisbech PCN.

Trinity Surgery has an experienced, committed, professional and friendly team that prides itself on providing high quality care to all it's patients.

Job responsibilities

TRINITY SURGERY

JOB DESCRIPTION

MainPurpose of Post: To provide a point of contact for patientsand act as a focal point for communication between patients, doctors and othermedical staff. To provide efficient, accurate administrative support for clinicians,patients and colleagues

Responsible To: Practice Manager

_______________________________________________________________________

1. RECEPTION DUTIES

·Respond to all queries and requests for assistancefrom patients and other visitors

·Greet patients and direct them from reception intowaiting area.

·Ensure patients without appointments but in need of urgentconsultation are seen according to surgery protocol

·Explain practice arrangements and formal requirementsto new patients and those seeking temporary cover, ensure procedures arecompleted

·Advise patients of relevant charges for privateservices, accept payment and issue receipt for same

·Enter on computer any requests for home visits andprovide a computer print-out

·Ensure that any prescription requested urgently forthe day are passed for action to the repeat prescription clerk or other personas appropriate

·Action requests for ambulance transport

·Ensure all incoming and outgoing mail is directed appropriately

·Ensure reception and waiting areas are kept neat andtidy

·Taking fees from patients, entering in day book and issuingreceipts.

·Ensuring sufficient forms and documents are available in Reception

·Work safely at all times in accordance with practice policy

·Theperformance of any other reasonable duties requested by the Doctors, PracticeManager or Reception Team Leader

2. OPERATION OF TELEPHONE SYSTEM

·Receive and make calls as required in accordance withsurgery protocol. Divert calls and takemessages in accordance with surgery protocol

·Ensure the system is operational at the beginning ofeach day and switched over to night service and answerphone operational at theend of each day

3. MANAGEMENT OF APPOINTMENT SYSTEM

• Ensuretotal familiarity with all appointment systems in effect including regularand incidental variations
• Bookappointments and recalls ensuring correct information is recorded
• Ensureappropriate booking of appointments in line with practice protocol
• Monitoreffectiveness of the system and report any problems or variations required

4. START AND END OF DAY PROCEDURES

·Open up premises at the start of each day, switch offalarm system and make all necessary preparations to receive patients

·Follow “End of Day”procedures and ensure preparations for the next working day are complete

·Secure premises at end of day, ensure building istotally secure, internal lights off and alarm system activated

5.ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST

SPECIAL REQUIREMENTSOF THE POST

• Anunderstanding, acceptance and adherence to the need for strictconfidentiality
• Anability to use own judgement, resourcefulness, common sense and knowledge,to respond to patients enquiries and requests
• Abilityto prioritise workload
• Accuracyand attention to detail

Confidentiality:

• In the course of seeking treatment,patients entrust us with, or allow us to gather, sensitive information inrelation to their health and other matters. They do so in confidence and have theright to expect that staff will respect their privacy and actappropriately
• In the performance of the dutiesoutlined in this Job Description, the post-holder may have access toconfidential information relating to patients and their carer, Practicestaff and other healthcare workers.They may also have access to information relating to the Practice asa business organization, all such information from any source is to beregarded as strictly confidential
• Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the Practice may only be divulged toauthorised persons in accordance with the Practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder willassist in promoting and maintaining their own and others’ health, safety andsecurity as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems withinthe workplace according to Practice guidelines
• Identifying the risks involved in workactivities and undertaking such activities in a way that manages thoserisks
• Making effective use of training toupdate knowledge and skills
• Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free fromhazards

Equality andDiversity:

The post-holder will support the equality, diversity andrights of patients, carers and colleagues, to include:

• Actingin a way that recognizes the importance of people’s rights, interpretingthem in a way that is consistent with Practice procedures and policies,and current legislation
• Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behavingin a manner which is welcoming to and of the individual, is non-judgmentaland respects their circumstances, feelings priorities and rights.

Personal/ProfessionalDevelopment:

Thepost-holder will participate in any training programme implemented by the Practiceas part of this employment, such training to include:

• Participationin an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/orprofessional development
• Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork

Quality:

Thepost-holder will strive to maintain quality within the Practice, and will:

• Alertother team members to issues of quality and risk
• Assessown performance and take accountability for own actions, either directlyor under supervision
• Contributeto the effectiveness of the team by reflecting on own and team activitiesand making suggestions on ways to improve and enhance the team’sperformance
• Workeffectively with individuals in other agencies to meet patients needs
• Effectivelymanage own time, to ensure equitable division of workload and resources.

Communication:

Thepost-holder should recognize the importance of effective communication withinthe team and will strive to:

• Communicateeffectively with other team members
• Communicateeffectively with patients and carers
• Recognizepeople’s needs for alternative methods of communication and respondaccordingly

Contribution to theImplementation of Services:

Thepost-holder will:

• ApplyPractice policies, standards and guidance
• Discusswith other members of the team how the policies, standards and guidelineswill affect own work
• Participatein audit where appropriate

Person Specification

Qualifications

• 5 or more GCSEs
• Grade 9-4 or higher in relevant subjects

Experience

• Experience of dealing with members of the public
• Experience of working in a customer service role
• Experience in Primary Care/NHS/caring profession
• Experience in using SystmOne clinical software
• Medical terminology knowledge

Knowledge & Skills

• Ability to understand and learn new software and administrative procedures.
• Familiar with email and the internet
• IT literate including experience in using Word and Excel
• Excellent communication (oral and written) and interpersonal skills
• Good time management skills and able to work under own initiative
• Accuracy and attention to detail
• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to work without direct supervision and determine own workload priorities
• Able to manage stress and work under pressure
• Adaptable to change
• Ability to learn new tasks and work to instruction
• Knowledge and understanding of rules regarding GDPR