Receptionist & Administrator

Our long established surgery has a good reputation thanks to the compassionate and professional staff that work here and we take pride in the service we offer our patients. We make their care our first priority. Being a small surgery we get to know our patients well and because of that they are very loyal. Working with us you will be challenged daily, faced with issues to resolve and occasionally some uncomfortable people so you will need to have the skillset to manage these situations .

It is a big job both stimulating and exciting and will provide a great sense of achievement for anyone who is looking to be part of a happy committed team who enjoys helping others.

We are looking for a new receptionist to add to the team of 4 we currently have. We require someone to work 10 hours a week (Monday & Tuesday 13:30 - 18:30). You may be required to work 1 Saturday a month and one late shift a week, under new the NHS contracts. Duties include but are not limited to opening/closing surgery on your shift, booking appointments using our clinical system, scanning letters, dealing with post and email , registering patients, managing sample collection, communicating effectively with all clinicians and signposting where appropriate.

Reception is the front facing role of the practice and staff here co-ordinate the beginning and ongoing journey for all our patients. You will deal with a variety of patient requests by phone and in person alongside requests from hospitals and other outside care providers. You will be someone who thrives on multi-tasking as the desk can get very busy  will enjoy using your communication skills to understand what a patient is actually needing and direct them accordingly.

Training will be given.

We are a practice of 3 doctors, 2 nurses and a healthcare assistant . We are a training practice so every year we have 2 newly qualified doctors who work alongside our 2 partners and can learn from their experience. Our 4 reception staff all work on shifts and support each other in all areas of the work. Everyone helps out and you will be required to cover holidays and sickness where needed.

The atmosphere is friendly and welcoming and staff are valued for their input and ideas.

• Opening/closing ofsurgery
• Greeting all patients in a friendly manner whether on the phone or inperson helping them access the appropriate clinician
• Book in, amend and cancel patient appointment in line with practice appointments procedures ensuring optimum efficiency of the appointment system
• Advise patients of relevant charges for private services, accept payment and issue receipts for same.
• Managing all enquiries from other healthcare professionals
• Maintain patient confidentiality at all times
• Filing prescriptions and notes
• Scanning incoming correspondence onto patients notes
• Explaining to potential new patients our registration requirements
• Registering temporary and permanent patients
• Dealing with deliveries and alerting relevant clinical staff
• Filing of records
• Admin tasks - insurance forms, referrals from other surgeries for minor surgery and diabetes, incoming and outgoing post
• Hospital Transport
• Printing surgery forms for repeat scripts, samples, registration docs
• Shredding confidential documents
• and generally supporting our team of nurses and doctors.

• Electronic letters,processing and forwarding to doctors (PCN pharmacists where possible)
• Tasks
• Managing all miscellaneous, admin, referrals discharge notices, online requests from patients such as amending their access rights
• Processing Incoming diabetes referrals and booking appts
• Accepted referral
• Ended referral
• Electronic Correspondence
• Actioning directives from PCN pharmacists
• Links
• Processing all links - amendments, deductions, registration confirmations, contacting patients who have been deducted for no apparent reason, contacting patients who have been given P69 classification
• Rota management
• Creating for for all clinicians
• Management of all slot types
  -creating new and editing existing
• Appointment messaging
• Creating message templates
• Updating messaging templates in Sys 1 and also on patient facing side of Systm 1
• Running report
• Completing forms
• Sending off claims monthly
• Keeping record of scripts sent
• Managing letters folders
• Monitoring and disposing of letters more than 3 months old
• Contacting patients who have not collected their letter

• Banking
• Balancing the cash
• Recording all payments to staff for milk and reimbursing
• Accurx and Patchs
• Setting up all users and logins
• Notice boards
• Keeping messaging up to date on notice boards in waiting room and behind reception
• Managing stationary stocks
• Creating procedures to improve daily operations such as :
• Banking record
• Inward referral forms
• Templates in Docs folder on shared drive
• Insurance claims
• Creating invoices, managing payments and sending reports out by special delivery to Insurance companies
• Logging all requests for patients records from claims…