Job Description
MAIN DUTIES AND RESPONSIBILITIES
1. Greet patients and visitors to the practice.
2. Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.
3. Ensure that patients are effectively signposted into appropriate slots as per protocol and clinician specification
4. Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.
5. Signpost all requests appropriately and accurately in a time-managed manner
6. Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols.
7. Respond and/or redirect all patient and visitor requests accordingly.
8. Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.
9. Registration of new patients onto the computer system.
10. Advise patients of relevant charges for private services, accept payment and issue receipts for same.
11. Ensure correspondence, reports, results etc. are filed electronically in correct patient record.
12. Ensure reception and waiting areas are kept neat and tidy
13. Re-stocking of information leaflets/stationary ordering as appropriate
14. Undertake administration tasks as allocated on rota organised by Senior Receptionist.
15. Check emails on a daily basis.
16. Regularly check messages/notifications on SystmOne to check everything has been actioned
17. Action start and end of day procedures as directed by Senior Receptionist.
18. As well as the reception team there is a need to work closely with GPs, nursing and office staff to ensure the smooth running of the practice, reporting any problems
19. Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
21. Amalgamation of new patient records.
22. Check all consulting rooms daily for scripts and any shredding waste.
23. This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
24. Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures
Information Management
Ensure that you remain up-to-date in the use of the various computer systems used by the Practice
Communication
Communicate effectively with other team members and patients.
Contribute to the Implementation of Service
Liaise with management about Practice polices, standards and guidance
Discuss with other team members how the policies, standards and guidelines will affect their own work in regular meetings.
General
The Post Holder will be part of the Practice Team as a whole and flexibility of working pattern will be expected.
Confidentiality of both patients and practice information must be protected and maintained in accordance with practice Policy.
Any other duties appropriate to the Grade, as required by the Practice Manager or named Doctor.
The post holder must be aware of the responsibility placed on him/her under the Health and Safety at work act (1974) and ensure agreed safety procedures are carried out in order to maintain a safe environment for employees, patients and visitors.
As a Practice the following is standardised across all job descriptions as the role minimum expectations;
Quality
The post-holder will strive to maintain quality within the Practice, and will support the practice to:
Maintain safe clinical services
Ensure that the Patient experience is paramount
Observes good practice with regard to Infection Control
Maintain training in line with good practice with Children and Adult Safeguarding
Observe Information Governance and maintain certification
Ensure engagement and compliance with policies and procedures in line with Care Quality Commission Registration
Confidentiality
In the course of seeing treatment, patients entrust us with, or allow us to gather, sensitive information relating 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, the post holder may have access to confidential information relating to patients and carers practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation.
Equality and Diversity
Act in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures, policies and current legislation
Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behave in a manner which is welcoming to and of the individual, is non- judgemental and respects their circumstances, feelings, priorities and rights
Communications
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples’ needs for alternative methods of communication and respond accordingly
Information Governance
Ensure that all work undertaken complies with and is treated in accordance with information governance policies and procedures.
Report, immediately and breaches of information governance policies and procedures to their line manager
Productivity
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
Effectively manage own time , workload and resources
Assess own performance and take accountability for own actions, either directly or under supervision and mentorship
Health and Safety
The post holder will promote health, safety and security as defined in the practice Health and Safety Policy, the practice Health and safety Manual and the practice Infection Control policy and published procedures. This will include, but will not be limited to:
Adhering to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management
Maintain and update knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
Identifying risks involved in work activities and undertaking such activities in a way that manages those risks across the business
Make effective use of training to update knowledge and skills
Using effective infection control procedures, maintaining work areas in a tidy and safe way free from hazards, and initiation of remedial/corrective action where needed
Actively identifying, reporting and correction of health and safety hazards, infection control hazards immediately when recognised
Keeping own work areas and general / patient areas clean and tidy, identifying issues and risks / hazards in relation to other work areas within the business
Maintaining general standards of cleanliness across the business in consultation, where appropriate, with managers
Undertake periodic infection control training as outlined in the training manual
Personal and 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 mandatory training including Information Governance, safeguarding and health and Safety
General Behaviour
It is inappropriate to conduct any discussion in the work place in relation to your personal life unless it is in the staff room. It is important to keep a professional image and uphold the reputation of the practice in front of patients
Social media – No discussion can take place regarding the practice or its patients in this media. Also any comments you make on social media that can reflect on your professionalism and standing at work will result in disciplinary procedure.
You are responsible for any equipment that you use. Ensure the equipment is kept up to date and ensure calibration and PAT testing takes place annually
At the request of a GP, act as Chaperone if required.
Keep own work areas and general / patient areas clean and tidy. Support cleaning staff when a work area needs to be cleared for a deep clean and restoring work area back to normal after clean.
Seven Day Working
Due to the ever changing way in which the NHS works, staff are expected to be flexible in their working patterns. Staff employed after April 2018 are expected to work evenings and weekends when required to do so as part of their normal working week.
Flexibility
East Durham Medical Group operates a number of locations. Staff are required to work in 2 locations and provide cover when required at other sites..
Person Specification
Experience of GP clinical databases especially System 1 is Essential
Experience of providing confidential administrative support
Demonstrable knowledge of confidentiality, safeguarding, and health and safety
An understanding of general practice and primary care
Ability to remain calm under pressure and present a bright and professional image to patients and staff essential
A positive attitude and flexible approach to work is required of the post holder.
1 year experience working in Primary Care is Essential
All informal enquiries to Diane Earl 01429 838217
Closing date: 23.06.2023
Job Types: Full-time, Part-time
Salary: £20,532.00-£22,487.00 per year
Benefits:
- Company pension
- On-site parking
Schedule:
- Overtime
- Weekend availability
Work Location: In person
Application deadline: 23/06/2023
Expected start date: 01/08/2023
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