Receptionist/Administrator

Tennant Street Medical Practice is situated in Central Stockton with easy access to the A66 and A19.

The practice is a semi new-build with excellent facilities and a friendly atmosphere.

We are a large, busy practice with over 14,500 patients and 9 GPs. We have 1 practice pharmacist, 3 nurse practitioners, 5 nurses and 3 Health Care Assistants. We open 5 days per week and are closed weekends and bank holidays.

We are looking to recruit one full time Administrator to 37.5 hours per week. Duties include audio typing, clinical coding, referrals, scanning and also answering the phone to patients in busy periods.

The role requires diplomacy, patience, tenacity and a good sense of humour. This is a challenging but very rewarding post.

We are looking for someone who enjoys working in a dynamic environment, has excellent customer service skills and has had previous GP practice experience.

You need to be a team worker and be able to deal with any situation that arises with confidence and professionalism.

Main duties of the job

Role in the practice - the provision of receptionist, switchboard and other administrative functions within the practice, to include -

• Scanning and document management
• Recall for chronic disease management clinics
• Audio typing
• Clinical coding
• Medical reports and copies
• Repeat prescriptions

Responsible to - Administration Manager / Patient Services Manager

Accountable to - Practice Manager and Partners

Confidentiality - Of the utmost importance and must be observed at all times both inside and outside the working environment.

About us

At Hartlepool and Stockton Health GP Federation our guiding aim is to improve the health and wellbeing of local people. Relationships are key to everything we do and by working with our practice members and their Primary Care Networks, as well as other local partners, we strive to provide excellent services that help people live their best lives.

As part of this support, we are hosting this job advert on behalf of one of our member practices, Tennant Street Medical Practice.

Job responsibilities

1. Practice Development and Clinical Governance

• Participate in team meetings
• Contribute to the implementation of the practice development plan
• Be aware of practice policies on risk management/Health & Safety and take personal responsibility for appropriate procedures for minimising risk
• Be aware of issues related to personal professional development and be committed to participation in training and education

2. Partnership/Practice Issues

• Be aware of relevant decisions from practice meetings and implement actions as appropriate
• Be aware of improvement to processes and adopt new processes

3. Patient and Community Services

• Make appointments with Doctors, Nurses, Pharmacists and other members of the Primary Care Team
• Deal with requests for home visits
• Take requests for repeat prescriptions and process these according to practice procedure
• Take and pass on messages accurately
• Deal with enquiries from patients, other surgeries, hospitals and outside agencies
• Check in patients attending for appointments and direct them to the appropriate doctor or nurse, when required
• Supplying practice and health promotion information to patients
• Deal with patient enquiries, giving non medical advice where appropriate
• Advise and register new patients, ensuring correct registration procedure is followed
• Receive laboratory specimens from patients and complete all necessary forms
• Advise patients on the leaving and collection of medical and insurance forms and any possible charges
• Send out letters to patients for follow up, health promotion campaigns etc
• Be aware of non NHS services for which charges are made and inform patients requesting such services
• Ensure that the necessary forms are completed for transmission to the appropriate recipient

Administration

• Processing both incoming and outgoing mail
• Processing letters, test results in patient computer records, using appropriate clinical codes
• Collection, inputting and extraction of information on the computer system in a methodical and careful manner and in accordance with Practice Policy
• Scanning of patient correspondence and document management
• Other administrative functions as required

4. Human Resources

• Attend, participate in and contribute to staff meetings
• Identify needs for own training, participate in induction for new receptionists, trainees or other relevant staff
• Participate in practice procedures for appraisal
• Adhere to the designated responsibilities within the staff handbook

5. Premises and Equipment

• Adhere to all measures designed for the health, safety and security of the building
• Maintain adequate stocks of stationery and other supplies, order supplies within agreed protocols
• Monitor equipment and report operating problems

6. Information and Management Technology

• Ensure appropriate administrative data is recorded in computerised records; retrieve information from searches and reports as directed
• Comply with all systems for data security and protection
• Report problems with the servicing and maintenance of computer systems and hardware

This Job Description is not comprehensive and the post holder will be expected to undertake any duties delegated by the Practice Manager, Line Manager or Partners that are commensurate with their grade.

Person Specification Knowledge and Skills

• Understanding of confidentiality in a working environment
• Ability to remain calm in a busy and dynamic environment
• Ability to work as part of a team
• Ability to work unsupervised
• Accuracy and attention to detail
• Organisational skills
• Self motivated
• Pleasant, friendly manner

Experience

• Knowledge of SystmOne
• Knowledge of NHS Read/SNOMED codes

Qualifications

• Good standard of general education.

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.