Receptionist, Administrative​/Clerical

Aelfgar Surgery serves a population of around 7000 patients and we are looking for a part‑time flexible and enthusiastic Receptionist (25 hours per week) to join our friendly Practice Team. Acting as the practice’s first point of contact and the ability to signpost patients to the correct service/healthcare professional is imperative. The successful candidate will provide a high quality reception service to patients, doctors and colleagues.

Previous experience in this type of role and knowledge of EMIS Web medical software would be an advantage, although training will be provided.

The post is available for 25 hours per week, working a combination of all of the following shifts on a rota basis,

07.45‑12.45, 08.30‑13.30, 13.30‑18.30, 18.30‑20.00.

There is an essential requirement for the successful candidate to provide cover for holidays and sickness.

Annual leave entitlement is,

On appointment‑24 days, 1 year service‑25 days, 3 years service‑26 days, 5 years service‑27 days (all pro‑rata for part time staff)

Sign posting patients and booking appointments to see the right person at the right time, processing and scanning of clinical post. Completion of repeat prescription requests in a timely manner; ensuring our patients are dealt with in a timely manner.

• Undertake the rota of reception duties as attached
• Greeting and directing patients and visitors to the surgery in a pleasant and helpful manner
• Assessing and providing the patient with a clear and concise care navigation pathway to ensure they are seen by the correct healthcare professional while working with the tools available to the practice
• Register new patients and process paperwork accordingly
• Dealing with requests for appointments
• Accepting and handing out prescriptions, letters, forms and specimen bottles, etc.
• Receiving and processing visit requests
• Explain practice procedures and arrangements to new patients and those seeking temporary cover, ensuring any procedures are completed
• Advise patients of relevant charges for non‑NHS services, accept payment and issue receipts
• Respond appropriately to queries and requests from patients and visitors
• Ensure actions requested by doctors are undertaken in a timely and accurate manner
• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually
• Ensure the kitchen is kept clean and tidy and tidy the waiting room in turn with other staff
• Ensure mail is posted daily
• Ensure that the post and specimens are ready for collection for the courier on a daily basis
• Inform the relevant personnel when stock is running low
• Where necessary, clear information should be left for incoming colleagues regarding unresolved or urgent problems

Telephone duties

• Make appointments at patients requests
• Receiving calls, taking messages and dealing with them in an appropriate and accurate manner, ensuring as much detail has been taken; who is calling, what they are calling about, a contact number to ring them back on
• Making telephone calls as requested, including ordering ambulances, whilst noting any necessary information/read code within the patient record
• Follow the procedure to divert the telephone system as and when necessary
• Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
• Enter requests for home visits onto the computer system
• Using your own judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non‑disruptive manner

Patient notes and correspondence

• Retrieve and re‑file records as required, ensuring strict alphabetical order is adhered to
• Ensure correspondence, reports, results etc are filed electronically and promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
• Ensure records are kept in good repair with all necessary information on the outside cover clearly visible
• Photocopying of patients medical records upon request
• Open up premises at the start of the day when first to arrive, de‑activate alarm and make all necessary preparations to receive patients
• Wh…