Job summary

We are looking to recruit a receptionist to work 15 hours per week to join our friendly team of receptionists.

Main duties of the job

Work in reception dealing with patients face to face and on the phone. Making appointments, scanning, taking accurate messages from patients. Opportunity to learn and progress within administration.

About us

We are a long established friendly and supportive practice in East Finchley, we have 2 GP partners, 1 salaried GP and a Practice Nurse. We are a training practice so at times we have GP registrars and medical students. We have a friendly admin and reception team.

Job description

Job responsibilities

1. Greeting and dealing with all patients and visitors to the surgery in a polite and courteous manner at all times, Ensuring a smooth flow of patients from Reception to Doctors, Nurses and other health professionals. Always 2 in reception at all times unless in an emergency. Visitors to be entered into the visitors book.

2. Making appointments for Doctors, Nurses travel and diabetic clinics onto the EMIS system, with the appropriate times slots. Making sure new patient are added on to emis before the clinic start time. Nurses appointments enter the procedure.

3. Answering all incoming telephone calls in a professional, friendly manner, as quickly as possible so that lines are kept free flowing as much as possible. Ensuring you have correct contact numbers and correct message from the patient, which needs to be entered on to the electronic medical records. Ensuring that any messages have name or caller and contact number for other staff.

4. Taking accurate messages for all surgery staff and making sure these messages are passed on as per protocol : ALL CLINICAL MESSAGES ENTERED ONTO THE COMPUTER and urgent calls passed to relevant clinician or staff.

5. Reschedule clinics if necessary and inform patients. Chase appointments and results for patients as requested by the doctors. Booked appointments by patients will receive a SMS (text message) at the time of booking, please ensure that there is a tick in the box provided, if the patient does not require a text message the box MUST be unticked.

6. Taking calls for triage service as protocol

7. Filing on a daily basis any paper correspondence but as the surgery is fully paper light letters will be scanned instead of filing.

8. Checking EMIS workflow for action on results and tasks. EMIS access for medication for repeat prescriptions and Emis access under registration for change of addresses. EMIS booking on line is now available and access to this for patients is via the website and a protocol and training will be given by reception.

9. Checking Docman workflow and deal with any tasks sent to reception by the doctors.

10. Scanning and processing of all patient correspondence, dealing with action when re-routed to reception, monitored and training by Senior Receptionist. Any letters left in reception must be taken / collected by admin for scanning etc.

11. Monitoring situation in both waiting areas to ensure patients are sent to their appointments in order, and the patients are not kept waiting too long, or forgotten. Please inform patients of any time delays and apologise for the Doctors for keeping them waiting informing the patients of the problem. If patients are 10 MINUTES late to inform them that they will have to wait or may have to rebook, Inform clinicians that patient has arrived late so a decision can be made as the patient may need to rebook another appointment. Keeping notice boards up to date and tidy ensuring that any out of date posters are taken down. All posters must be laminated before being put onto the boards as this is a CQC compliance for infection control.

12. To process GMS1 (new patient registration, purple forms) onto computer and processing Ethnicity. Immunisation and Cytology status to be passed to practice nurses for data entry. Checking mobile phones are correct and patients consent to their mobile number being used for text messaging. Also the consent and use of the patients email address, which will be put on with their registration details at the time of registering. Making sure new patient starter packs are kept up to date and are always available for new patients. Ensuring that if patients does not wish their data to be accessed by other health professionals that this is entered at time of registration / or when patient has requested to declined consent to share data with 3rd party. There are other codes but mainly this is processed at registration.

Person Specification

Experience

Desirable

• Experience of working in a GP practice

Friendly and a good teamplayer

Essential

Desirable