Receptionist/Administrator

Hove Medical Centre; Hove; On-site; GBP 22,000 - 26,000; Full time

Job summary

Hove Medical Centre is seeking an organised receptionist to join the friendly team. You will handle patient enquiries, book appointments and support clinicians during busy periods. The role requires confidentiality, excellent communication and attention to detail.

The post offers between 20 and 37.5 hours weekly, with early starts and late finishes as needed. Training practice with a supportive environment and opportunities to cover holidays are available.

Qualifications

• Be confidential.
• Be customer focused.
• Have excellent communication skills.
• Able to work independently.
• Have good attention to detail.
• Be computer literate.
• Be a team player.

Responsibilities

• Provide a professional, friendly service to patients and visitors.
• Book appointments and manage enquiries.
• Access and update confidential patient information.
• Support GP, nurses and clinicians as needed.
• Assist with general administration and reception duties.
• Explain procedures and charges where appropriate.

Skills

Confidentiality

Customer focus

Communication skills

Independence

Attention to detail

Computer literacy

Team player

Tools

Microsoft Office

Job description

Hove Medical Centre is a well established training practice at the foot of the South Downs that requires someone to join their friendly and supportive reception team. If you like to learn new things and like to be kept busy, please read on. We have a vacancy for either a full time or 2 part time receptionists working between 20 and 37.5 hours per week. The hours will be worked between 08.00 and 18.30 Monday to Friday and will likely include some early starts (08.00) and some late finishes (18.30). There will be an opportunity to work additional hours to cover holiday absences and occasional early evening clinics. The right person will provide a professional, positive and friendly service to our patients, deal with general enquiries and support our GPs, nurses and other clinicians to deliver a first class medical service.

Main duties of the job

• Dealing with patient enquiries either face to face or over the phone
• Booking appointments
• Accessing confidential patient information
• Keeping patient data up to date
• Explaining procedures
• Assisting and supporting clinic staff
• Liaising with other healthcare organisations

The candidate will need

• be confidential
• be customer focussed
• have excellent communication skills
• able to work independently
• have good attention to detail
• be computer literate
• be a team player

Overview of your organisation

Hove Medical Centre's clinical team is made up of 4 GP partners, 3 salaried GPs, 1 nurse practitioner, 3 practice nurses, 1 clinical pharmacist, 2 healthcare assistants, 1 social prescriber and 1 Mental Health Coordinator. The clinical team is supported by a business manager and a team of 16 admin/reception staff. Being a training practice, the clinical team can include GP registrars, student nurses, paramedic practitioners, physician associates, clinical pharmacists and medical students. It is so rewarding to see some of these clinicians return in the future, fully fledged, knowing that we helped them on their journey. We support our staff on their own journey by providing a friendly and proactive working environment.

JOB TITLE: RECEPTIONIST

Reports to: RECEPTION MANAGER

HOURS: 20-37.5 hours per week

Job summary Receive, assist and direct 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 the telephone.

Job responsibilities

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
• Deal with all general enquiries, explain procedures and make new and follow-up appointments
• Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed
• Receive and make telephone calls as required
• Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
• Enter requests for home visits into the visit book, ensuring to carefully record all relevant details and referring to duty doctor where necessary
• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually
• Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork
• Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same
• Enter patient information on to the computer as required

Patient notes and correspondence

Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen

General administration

Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.

Premises

Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.

When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.

Ensure that all new patients are registered onto the computer system promptly and accurately.

Undertake any other additional duties appropriate to the post as requested by the partners or the business manager.

Confidentiality

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 that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source 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

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include Using personal security systems within the workplace according to practice guidelines, Identifying the risks involved in work activities and undertaking 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, Actively reporting of health and safety hazards and infection hazards immediately when recognised, Keeping own work areas and general patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role, Undertaking periodic infection control training (minimum annually) Reporting potential risks identified, Demonstrate due regard for safeguarding and promoting the welfare of children.

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 the privacy, dignity, needs and beliefs of patients, carers and colleagues, Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include Participation in an annual individual performance review, 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.

Quality

The post-holder will strive to maintain quality within the practice, and will Alert other team members to issues of quality and risk, Assess own performance and take accountability for own actions, either directly or under supervision, Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance, Work effectively with individuals in other agencies to meet patients needs, Effectively manage own time, workload and resources.

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 carers, Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate