Receptionist/Administrator

Park Lane Surgery are looking to recruit one full-time or two part-time receptionist / administrators to join our small but busy GP Practice.

For the right candidate there is a potential of 37 hours per week, or two part-time roles of 16.5 hours and 22 hours.

Shift pattern (subject to change and confirmation)

• Mon = 13:00 - 18:30
• Tue = 7:45 - 13:15
• Thu = 7:45 - 18:30
• Fri = 13:00 - 18:30

Some degree of flexibility for holiday and sickness cover is essential.

The surgery is open Monday to Friday 7:45am to 6:30pm, so some flexibility will be needed within those hours.

The role of a receptionist has changed considerably over the last couple of years, so we need people who are willing and able to embrace change with a positive attitude as we continue to adapt to new ways of working. The use of Information Technology features heavily in the way that we work so the successful candidate will need to be proficient with the use of IT and computers in the workplace.

Prior experience of working with SystmOne clinical system would be an advantage, but not essential as full training will be given, so a willingness and ability to learn quickly will be key to your success in this role.

Main duties of the job

• Front Desk Reception
• Answering telephone calls
• Booking appointments using Rapid Health triage system
• Care navigation
• Repeat prescriptions
• Dealing with incoming and outgoing mail and email
• Dealing with patient queries via phone, face to face and the practice website
• Patient registrations and deductions
• Tasks and other general administrative duties
• Adhering to the confidentiality policy

About us

Park Lane Surgery is a busy, friendly GP Practice with 4 GP Partners and over 8400 patients.

We are forward thinking and pro active, always aiming to maintain the highest standards of practice to deliver excellent care to our patients as well as protecting the safety and well being of staff.

The way that we work is continually evolving, especially over the last couple of years, and we need to adapt quickly to new ways of working and embrace improvements to practice processes and technology as they become available.

Job responsibilities

The receptionist is responsible for the day to day reception and administrative duties within the practice; ensuring the smooth running of the reception and administrative functions of the practice. They also provide administrative and clerical support to the clinical staff and other members of the practice team.

Reception Duties/Responsibilities:

• Meet and greet patients at the reception desk, providing a friendly and helpful welcome.
• Booking, cancelling and rescheduling appointments requests from patients by telephone, the practice website and in person. We have a new triage system in place, allowing patients to book online. If patients do not have internet access at home, the reception team will fill out the triage form over the phone or in person using our iPads.
• To deal with patient queries and repeat prescription requests via the practice website.
• Register new patients and handle changes to patient information for example change of address / name.
• To open all incoming mail or emails. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Handing completed repeat prescriptions to patients and checking names and address.
• To provide cover for members of the reception / administration team during periods of sickness or annual leave.
• To attend practice meetings and receptionists meetings when required.
• To open and close the premises on arrival / departure.
• To welcome visitors / guests to the surgery and to be responsible for the visitors book.
• To assist the nurses in ordering vaccines or medical supplies.

Telephone Duties:

• To respond to patient enquiries regarding registration.
• To receive and record messages for doctors, nurses, healthcare assistant, practice manager or any other member of staff.
• To receive and record requests for home visits, filling out triage forms and informing the on call GP.
• To telephone hospitals to ascertain results of tests and to make any appropriate enquiries about patients as requested.
• Have working knowledge of telephone system & transferring calls.

Administration Duties/Responsibilities:

• To advise patients on relevant charges for private services, accept payment and issue receipts on request.
• To check incoming communications and pass them to the appropriate person.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Scan and file patient records and correspondence into patient medical records.
• To maintain the computer clinical system in an accurate and secure manner.
• To have a thorough knowledge of all Practice procedures & protocols.
• Any other duties as required to meet the needs of the practice.

Person Specification Knowledge and Skills

• Able to work in a stressful, busy environment
• Team player
• Ability to multitask

Qualifications

• GCSE grade A to C in English and Mathematics

Experience

• Customer Service
• Working in GP Practice

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.

Depending on experience National Living Wage