Receptionist, East Cliff Practice

Invicta Health; Ramsgate; Hybrid; GBP 12,000 - 17,000; Part time

Benefits offered by this job

Learning and Development opportunities

Progression opportunities

Competitive annual leave entitlement

Incremental pay progression

Approved blue light card provider

Salary Sacrifice Schemes

Car Lease Scheme

Employee Assistance Programme

Job summary

Invicta Health is seeking a friendly Receptionist to join our team on a part-time basis (26.5 hours per week). The pattern covers four days, including a full day on both Monday and Friday.

You will be the first point of contact, providing a welcoming front desk presence and handling a range of clinical administration tasks to support the practice team. The role involves patient greetings, appointment scheduling, and collaboration with GPs, nurses and admin staff, while maintaining

Qualifications

• Confidentiality and data handling are essential.
• Ability to assess urgency of information requests from patients.
• Experience with regular and accurate data input and office filing systems.

Responsibilities

• Greet patients and visitors at the front desk and manage the reception area.
• Process registrations and appointments efficiently per practice procedures.
• Handle payments for non-NHS services and issue receipts.
• Assist with EMIS tasks and other administrative duties as required.
• Maintain clean and well-organised reception area and keep information current.

Skills

Excellent communication

Customer focus

Organised

Teamwork

Telephone manner

Education

Good level of education with numeracy and literacy

Tools

EMIS

DOCMAN

Microsoft Office

Job description

Invicta Health has an excitingopportunity for a Receptionist to join the team on a part time basis, 26.5 hoursper week.

The working pattern will be across four days per week, including a full day on both Monday and Friday.

We reserve the right to closethis vacancy early if we receive sufficient applications for the role.

Main duties of the job

As Receptionist, you will provide an important role insupporting the practice team with the day-to-day running of the practice byundertaking a variety of general and clinical administration duties. You willact as the first point of contact for patients contacting the practice andwork effectively to receive, assist, and direct them in accessing theappropriate healthcare professional or service in a courteous manner ensuringconfidentiality. You will provide a welcoming friendly and positive image to patientsand visitors either in person via email or via the telephone portraying thepractice in the highest possible professional basis .

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

• Learning and Development opportunities
• Progression opportunities
• Competitive annual leave entitlement
• Incremental pay progression
• Approved blue light card provider
• Salary Sacrifice Schemes
• Car Lease Scheme
• Employee Assistance Programme

Job responsibilities

FrontDesk

Tend to the front deskensuring to greet patients and visitors on their arrival to the practice in awelcoming manner.

Ensure all patients andvisitors to the practice are signed in and directed to the relevant waitingarea.

Inform the relevant host forexample, the GP, Nurse or Practice Manager of any patients or visitors arrival

Accept payments and issuereceipts for non-NHS services.

Book ambulances/appropriatetransport for patients according to protocols.

Assist patients withrequests for Blood Forms, Urine Forms and Xray forms, printing where necessary.

Assist patients to use thePOD, checking blood pressure and stats.

Receive samples frompatients, refusing those that have not been requested and/or expected.

Keep the reception area,noticeboards and leaflet dispensers clean, tidy and free from obstructions andclutter.

Support in ensuring thereception area remains a calm environment for all. Politely and safelyaddressing any disruptive behaviours, escalating to management whereappropriate.

Registrations and Appointments

Process registrations bothregular and temporary ensuring complete information and appropriate ID.

Book in, amend and cancelgeneral (GP/Nurse), clinic (Flu) and third party (Physio) patient appointmentsin line with practice appointment procedures, ensuring optimum efficiency ofthe appointment system.

Monitor the incomingE-Consult messages booking an appropriate appointment or directing to the mostappropriate department.

Monitor the 111 clinicalscreen and directing as appropriate

Receive and accuratelyrecord requests for home visits, assessing urgency in accordance with thePractices protocols.

Ensure that patients withoutappointments but who need 'urgent consultations are booked into appropriateslots and referred to a GP where necessary.

Once trained, chaperone patients to their GP appointment as and whenrequested, this can include intimate examinations.

Prescriptions and Certificates

Receive and processprescription requests accurately and in accordance with practice guidelines

Raise any prescriptionqueries with the appropriate department including status check of whether ithas been issued and where it is.

Advice and guidance

Provide advice (non-medical) and contact details of third-party servicesto patients as required. For example, suggesting a patient contact the UrgentMental Health Team.

Respond to and/or redirect all general enquiries, explaining procedureswhere necessary and processing paperwork where required.

Process referrals for theDistrict Nurse

Action EMIS tasks and DOCMAN workflow in a timely manner

Communication

Answer incoming telephonecalls in a timely and professional manner, ensuring calls are documented andactioned and/or redirected as appropriate.

Communicate with GPs, Nurses, and the Clinical Team as necessaryincluding passing information across to be processed, chasing documentation,results, and appointment information.

Communicate in writing (letters and electronically) and verbally with awide range of providers and users of services, including patients; carers;voluntary; social; primary and secondary care providers.

Liaising with GP/Clinicians, forwarding concerns, chasing for samples,letters, prescriptions and otherpaperwork

Monitor the reception email account and action any requests needed,raising any urgent enquiries to your line manager where relevant

Document information received from patients orthird-party agencies, accurately on EMIS. For example, urgent blood resultsfrom path labs, patients home blood pressure readings and any urgent referraladvice provided to them.

Undertake manual and electronic filing and retrieving of paperworkensuring up-to-date maintenance of both computerised and manual filing systems(i.e. patient notes).

Computer data entry/data allocation and collation; processing andrecording information in accordance with practice procedures.

Equipment and Stock Control

Efficient filling of sample pots, testing kits, appointment cards,registration paperwork and other necessary aids.

Clearing and re-stocking stationery items in work areas as required,ensuring low stock levels are reported to the relevant leads and ensuring aclear desk policy.

Safely accept and record receipt of any vaccine/medication deliveries,ensuring safe storage of items and informing relevant departments

Pack specimens ready for collection by the local hospital.

Opening and locking up of practice premises (where needed) andmaintaining security in accordance with practice protocols at all times.

Keep up to date with any newguidance and changes within the team.

Supporting in the trainingof new reception team members.

Complete any special dutiesas outlined by your line manager

General Duties

Towork collaboratively and professionally with colleagues across Invicta Health,building and maintaining relationships.

Tocontribute to the development of services, including processes, templates andprinciples.

To take part in any statutory and mandatory trainingor other training and development programmes as requested.

Any other reasonable duties as directed by your linemanager.

Person Specification

Experience

• Understand the importance of maintaining patient and data confidentiality.
• Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
• Experience of setting up and maintaining effective administrative filling systems.
• Experience of work involving regular and accurate data inputting
• Knowledge of office management systems and procedures.
• Experience of working with Microsoft packages including, word, excel and power point.
• Experience of working with EMIS and DOCMAN.
• Previous administration experience within a medical environment. Knowledge and understanding of the National Health Service.

Personal Attributes

• Willingness to learn and adapt to change.
• Highly customer focused.
• Understanding and approachable.
• Strives for excellence.
• Honest and fair.
• Leads by example.

Qualifications

• Good level of education including competent levels of numeracy and literacy

Key Skills

• Able to communicate effectively and collaboratively across varied
• Able to work in a well organised and professional manner, maintaining concentration and accuracy.
• Able to manage conflicting priorities.
• Possess an aptitude for dealing with potentially difficult or demanding
• situations.
• Good telephone manner.

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.