Practice Receptionist & Administrator
- NHS
- Part Time
- Wallington
- Negotiable
Job Description
Job summary
We are looking for experienced and non-experienced individuals to join our reception/admin team to support Manor Practice as it continues to develop and grow. This is a great opportunity for someone to join a friendly and dynamic team across 2 sites and provides the opportunity to explore development opportunities in primary care.
This role is likely to be in the region of 16-24 hours pw across 3-4 days. Shifts normally start at 8am and finish at 6.30pm in line with practice opening hours and each shift will normally be for approx 6 hours duration each day worked so either an AM or PM shift. We will also consider a candidate wishing to work full time.
The role is front line patient focused mostly dealing with those presenting in person or by telephone. It also involves some signposting and referring to other services as required and admin work.
Previously unsuccessful applicants should not re-apply.
Main duties of the job
The post holder will support the practice with reception/admin duties. They will work closely with other staff to deliver high quality care and excellent customer service to patients. They will help create and work to dedicated practice protocols in relation to efficient and effective processes and ensure smooth working at all time. They will be reactive to issues and take steps to help resolve these quickly and efficiently.
About us
Manor Practice provides primary care services to a patient population of 12,500 patients based across 2 sites within Wallington. The Practice is currently experiencing rapid growth and is undergoing a transition period having recently merged with another practice.
Manor Practice is a friendly, well organised and thriving Practice that benefits from a growing patient list size. The GP partners are dedicated to providing the highest standard of care to their patients and are supported by an excellent team of salaried GPs, Physician Associates, ANPs, nurses, HCAs, PCN Pharmacists, management/operational team, receptionists and administrators. We also work closely with a number of other PCN ARRS roles such as FCP Physios, Health & Wellbeing Coaches, Social Prescribing Link Workers and Mental Health Practitioners.
The Practice is an active member of the Wallington Primary Care Network and is rated as Good by the Care Quality Commission. We are a forward thinking practice, who appreciates the need for work/life balance, clinical supervision and support and we also support flexible scheduling options. Our local Training Hub ensures our staff have access to excellent training and development opportunities and portfolio working arrangements.
We are fully engaged with our local Primary Care Networks, including provision of localised services and we host some of the Sutton borough extended access services at one of our sites.
Job responsibilities
Key Tasks and Responsibilities
Reception
Making and cancelling appointments
Docman scanning branch surgery only
Dealing with patient queries in person and by telephone
Signposting or referring to internal and external services
Opening up and closing up of rooms/site
Checking paper/scripts in rooms
Putting up signs on doors for those working having referred to the room rota provided
Checking windows, fans, etc are switched off end of the day and all in accordance with set up and closing down processes provided
Daily fridge temperatures to GPTN in the absence of nurses/HCA
Setting up Bria telephone system and screen daily
Filing and ensuring records are kept in a tidy and ordered state
Processing change of address or updating other details in patients records as advised
Preparing notes for amalgamation and deduction (to then be processed by admin team at main surgery before return to PCSE)
Patient transport booking and coding (first transport only)
Admin
Docman incoming processing (as per managing clinical correspondence protocol)
Docman scanning (usually at main surgery only or to cover at branch if needed)
Docman tasks
Generic email sorting and management
Incoming AccuRx notification processing and online consultation requests
ERS making referrals and oversight of worklists incl A&G
Safeguarding reports and coding
2WWR audit and follow up
Maintenance and update of the death register
Summarising of notes not sent GP2GP (as per summarising policy)
Processing deductions incl deductions/leavers report to LBS
Identification of patients who have moved away and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure removal has taken place
New registrations and setting up new records (please refer to policy for full details)
EMIS workflow tasks (please refer to workflow manager policy for full details)
EMIS tasks from the clinical team and others
Ardens DOB call and recall for long term conditions or other groups
Missing childhood immunisations, reviewing notifications and running Ardens searches and booking patients (please refer to childhood imms policy and protocol for full details)
Monitoring and recall for annual SMI health checks and annual LD health checks
Cytology prior notifications and 3rd recalls via CSMS
Monitoring and f/u for discharged prostate cancer patients
Recoding and f/u of all cancer diagnosis patients at 3 and 12 months
Recording and f/u of all FIT test requests
Entering data and coding information from outside agencies
Attendance at quarterly LD MDT to take minutes and review actions, fortnightly touch base with LD homes by tel or email
Attendance at monthly clinical team meeting to take minutes
Health visitor for under 5 joiners and leavers report monthly (please refer to protocol)
Monthly check of named accountable GP coding (please refer to protocol)
Annual flu, shingles, pneumo recalls incl AccuRx direct booking set up
Processing incoming insurance reports, forms and SARS to iGPR managed system incl invoicing
Care home DES weekly ward rounds and ensuring all relevant f/u
6 week postnatal and 8 week new baby checks and first imms bookings with GP/nurses
Taking direct calls from patients usually 2-4pm
Taking calls to the practice bypass line
Participate in reception duties as required by the practice
This list is not exhaustive and there may be other requirements of this role as required by the Practice Manager and/or Partners.
Person Specification
Qualifications
Essential
- Educated to GCSE grade A to C in English and Maths
- A commitment to ongoing personal development
- All mandatory training
Experience
Essential
- Experience of working in primary care in an administrative or front line role
- Strong communication skills
- Efficient and organised
- Good team working
- Focused and attention to detail
Desirable
- Experience of EMIS web
- Good working knowledge of general practice IT
Other Knowledge and Skills
Essential
- Ability to use own initiative
- Work independently and as part of an MDT
- Excellent time management skills
- Ability to work under pressure and prioritise own workload
- Adaptability to a fast pace and rapidly changing environment
Other
Essential
- Flexibility
- Excellent personal presentation
- Commitment to equal opportunities
- Reliable and punctual
- DBS clear
Desirable
- A valid UK driving licence and own car to facilitate travel between sites as needed
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.
Employer details
Employer name
Manor Practice
Address
Manor Practice
57 Manor Road
Wallington
Surrey
SM6 0DE
