Reception / Administration
Job Description
Job summary
PREVIOUS APPLICANTS PLEASE DO NOT APPLY.
PREVIOUS EXPERIENCE PREFERRED.
INTERVIEW DATE WILL BE THURSDAY 24TH APRIL 2025.
We are looking for an experienced, friendly, hard working individual to join our dedicated reception team.
The candidate should be committed to caring for our patients and the well being of others.
The candidate will be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to our multi-disciplinary team.
Duties will include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required.
You will act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multi-disciplinary team members and external agencies such as secondary care and community service providers.
Main duties of the job
The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Maintaining and monitoring the practice appointment system
- Process personal, telephone and e-requests for appointments
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
- Greet all patients and visitors
- Signpost patients to the correct service
- Process incoming and outgoing mail
- Handle prescription requests received in person, via telephone or electronically
- Initiating contact with and responding to, requests from patients, team members and external agencies
- Process referrals to external agencies such as secondary care using the electronic referral system (ERS)
- Action GP2GP tasks
- Read code data on EMIS Web
- File and store records as required
- Data entry of new and temporary registrations and relevant patient information as required
- Input data into the patients healthcare records as necessary.
- Scanning of patient related documentation and attaching scanned documents to patients healthcare records
- Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
- Manage all queries (including administrative queries) as necessary in an efficient manner
- Monitor and maintain the reception area and notice boards
About us
Fell Cottage surgery is located in the heart of Low Fell in Gateshead, our surgery is a listed building which was once a residential property. We are lucky to led by four GP partners and two salaried GPs in surgery and supported by a great nursing team consisting of one Lead Nurse, one Practice Nurse and two Health Care Assistants. We are a training practice supporting GP trainees, Physician Associates, Career Start Nurse and Training Nurse Associates. Our Admin team of 11 staff are supported by our Office Manager and our Secretary. Our surgery benefits from having our own Patient Care Coordinator who works directly with our patients. We also work alongside our extended team of Additional Role Staff which includes Pharmacists, Counsellors, Mental Health Practitioners, Social Prescribers, Midwife and Health Visitors. We have a family feel whilst striving to deliver the best healthcare to our patients.
Job responsibilities
Job Title
Medical Receptionist / Administrator
Line Manager
Office Manager
Accountable to
Practice Manager
Hours per week
37.5
Job Summary
To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Mission Statement
Our aim is the provision of high quality, evidence based, effective care for all of our patients delivered by a cohesive, happy team.
Generic Responsibilities
All staff at Fell Cottage Surgery have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards Equality, Diversity and Inclusion creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Office Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them ...
