Part Time Receptionist

The Clinic Oakleigh Road; City Of London; On-site; GBP 10,000 - 40,000; Part time

Job summary

A healthcare practice in London is seeking a part-time Medical Receptionist to assist patients in accessing healthcare services. The role requires excellent customer service and IT skills, as well as experience in a general practice environment. The ideal candidate will work flexible afternoons and contribute positively to the team dynamic.

Qualifications

• Experience in general practice is essential.
• Must demonstrate excellent customer service skills.
• Strong communication skills required.

Responsibilities

• Receive and assist patients in accessing healthcare services.
• Answer phone calls and manage patient inquiries.
• Maintain cleanliness in reception and waiting areas.

Skills

Customer service skills

Communication skills

IT proficiency

Attention to detail

Tools

EMIS

Docman

Job description

We are looking for a part time afternoon receptionist to work 12 hours per week:

Mondays 2.30pm to 6.30pm

Wednesdays 2.30pm to 6.30pm

Fridays 2.30pm to 6.30pm

Some flexibility is required to ensure full cover of duties at reception.

The main role of the receptionist is to receive, assist and sign-post patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective 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 telephone.

Main duties of the job

Ensure all practice systems are operational at the start and end of your shift.

Promptly answer telephone calls received at the practice for either appointments, queries or information and ensure they are dealt with appropriately.

Monitorflow of patients into consulting and treatment rooms ensuring reception and waiting room areas are neat and tidy.

Ensuring patients requests for appointments are dealt with efficiently using online tools as well as telephone and face to face communications. Monitor effectiveness of the appointment system and report any problems or variations required.

Handle practice correspondence and update patient records accurately using the practice patient database EMIS and Docman.

Explainpractice arrangements and formal requirements to new patients and those seekingtemporary cover, ensuring online procedures are completed where appropriate.

Handle patient queries and requests for repeat medications following practice protocols.

Attend training and practice meetings as required by management

About us

Oakleigh Road Health Centre are looking for a part time receptionist to join our friendly practice in Barnet N20. We have 10,500 registered patients who are looked after by a team of 8 GPs 2 practice nurses and a group of 15 non clinical staff.

Previous experience within a GP practice is essential though full training will be given. Applicants must be able to demonstrate excellent customer service skills, confident with I.T knowledge especially EMIS and ideally Docman and have strong communication skills with an ability to pay attention to detail. They must also be able to adapt easily to changes within the NHS and the high level of demand of working on a busy GP reception desk.

Job responsibilities

JOB TITLE: Medical Receptionist

MAIN PURPOSE OF POST: Receive,assist and direct patients in accessing the appropriate service or healthcareprofessional in a courteous, efficient and effective way. Provide general assistance to the Practiceteam and project a positive and friendly image to patients and other visitors,either in person or via the telephone.

RESPONSIBLE TO: ReceptionManager

MAJOR DUTIES AND RESPONSIBILITIES:

Reception Duties

Understandand utilise I.T systems used in practice for patient correspondence. Theseinclude online patient consultations; online requests for medication; onlinepatient registrations; online patient direct appointment bookings

Monitorflow of patients into consulting and treatment rooms

Ensurethat patients without appointments but who need urgent consultation are seenin a logical and non-disruptive manner

Explainpractice arrangements and formal requirements to new patients and those seekingtemporary cover, ensuring procedures are completed

Advisepatients of relevant charges for non NHS services, accept payment and issuereceipts

Respondto all queries and requests for assistance from patients and other visitors

Recordrequest for home visits stating time received and including all relevantinformation and where necessary refer to the Duty Doctor

Actionrepeat prescriptions within 2 working days in line with the practice protocol

Ensurereception and waiting areas are kept neat and tidy

Toattend training as required by management

Toattend all reception team meetings and Doctor/site meetings when scheduled

Record Keeping

Internal record keeping as required

Accurate electronic filing of patientcorrespondence within the surgery records

Appointmentsystems

Ensure totalfamiliarity with all surgery appointment systems including regular andincidental variations

Bookappointments and recalls ensuring sufficient information are recorded toretrieve medical record

Monitoreffectiveness of the system and report any problems or variations required

Operation ofTelephone System

Promptlyanswer telephone calls received at the practice for either an appointment,query or information and sign-post appropriately.

Ensure thatthe system is operational at the beginning of each day and report anyproblems with the phones to the Reception Manager

Start and end ofday procedures

Open premisesat the start of the day, deactivate alarm and make necessary preparationto receive patients

Securepremises at the end of the day, ensure building is totally secured,internal lights off and alarm activated

Administration

Action emailsappropriately and scan hand-delivered post on to the computer system.

Ensure appropriatecorrespondence is dealt with accurately and efficiently and wherenecessary passed onto the appropriate team.

Liaise withpatients, external departments, both face to face and by telephone or e-mail

Check andaction e-mails, tasks and workflows on a daily basis

Your work maychange, subject to consultation, depending on the needs of theorganisation. This may includeincorporating administration work within your working week.

Specialrequirements of the post

Understandingand acceptance of and adherence to the need for strict confidentiality.

Ability touse own judgement, resourcefulness, common sense and local knowledge, torespond to patients enquiries and requests.

Flexibility

Essential tobe able to provide reasonable cover for absent colleagues for holidays andsickness.

May berequired to carry out other reasonable tasks from time to time as requestedby the Partners or Management team.

Data Protectionand Confidentiality Issues

To ensurethat when accessing data relating to patients, the information obtainedand used is registered appropriately under Data Protection Act

To ensurethat all information held centrally by the practice relating to thepatients health, medical treatment, personal details and registrationdetails remains confidential to the practice and patient

To ensurethat all requests for medical information about a patient from externalorganisations and patients family members is legitimate, complies with

Access toMedical Records and other legislation, has the written consent of thepatient and practice.

Must befamiliar and comply with Information Governance guidance

Health &Safety

The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thepractice Health & Safety Policy, to include:

Usingpersonal security systems within the workplace according to practiceguidelines

Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks

Makingeffective use of training to update knowledge and skills

Usingappropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazards

Equality andDiversity

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

Acting in away that recognises the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, andcurrent legislation

Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights

Personal/ProfessionalDevelopment

The post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, such trainingto 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

Undertakesignificant analysis in order to improve systems and communication withinthe practice

Communication

The post-holder should recognise the importance ofeffective communication within the team and will strive to:

Communicateeffectively with other team members

Communicateeffectively with patients and carers

Recognisepeoples needs for alternative methods of communication and respondaccordingly.

NOTE:This job description reflects the presentrequirements of the post. As duties and responsibilities change and develop thejob description will be reviewed and be subject to amendment in consultationwith the post-holder.

Person Specification

Experience

• Experience of working in General Practice.
• Experience in working with the public
• Excellent level of communication skills both in writing and face to face.
• Excellent customer services skills in working in a very busy and demanding environment.
• Knowledge of Docman
• Use of online patient tools;. NHSApp, EConsults

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.