Receptionist x 2 – Grangetown Health Centre
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Receptionist/Administrator x 2:
Grangetown Health Centre
45 Cambridge Street
Grangetown
Cardiff
CF11 7DJ
An exciting opportunity has arisen for two receptionists to join our small friendly GP practice situated in Cardiff city and south.
Receptionists: 1 fulltime; 1 part time
Contract Type: Permanent
Start date: ASAP
The role includes answering and making telephone calls, booking appointments, working on the reception desk and dealing with queries from patients, clinicians and other health care professionals. Registering patients, prescriptions filing as well as providing general administrative support and leadership to the team and any other duties as requested. The ideal candidate will need excellent IT, effective organisational, communication and interpersonal skills along with the ability to work as both part of a team and on your own initiative is essential.
Experience of working in General Practice is preferable. You should be able to cope in a busy, fast paced environment and be efficient and organised. We are a caring and supportive organisation committed to providing the best possible care for our patients and their families.
How to Apply: Email application by sending a CV and covering letter to: anita.agnihotri@wales.nhs.uk.
Closing date for applications is 17th January 2022. Please note we reserve the right to close sooner if necessary therefore early submission is advised.
For informal queries please call the Practice Manager on 02920 342728.
JOB DETAILS
Job Title: Receptionist & Administrator
Salary Scale: TBC
Hours of Work: 1 full time/ 1 part time
Base: Grangetown Health Centre, 45 Cambridge Street, Grangetown, Cardiff CF11 7DJ
ORGANISATIONAL ARRANGEMENTS
The post holder is directly responsible to the Practice Manager
The post holder reports to and is accountable to the Practice manager on a daily basis for all matters relating to administration and management and to the Senior Receptionist in the Practice Manager’s absence
The post holder is accountable to in respect of professional issues, if applicable to the Practice Manager and General Practitioner
JOB PURPOSE
To carry out and be responsible for their duties as a Receptionist within the practice to ensure that all reception and additional administration duties are carried out accurately and recorded on appropriate clinical systems to a high and efficient standard.
The post holder will be experienced in all duties and responsibilities of a medical receptionist.
DUTIES AND RESPONSIBILITIES
- Reception Duties
- Greet all patients on arrival and book them in on the GP clinical system and be aware of and operate within the reception protocol for Access to Medical Care, working towards an advanced knowledge of the Vision appointment system.
- Answer and make telephone calls in a professional manner and assist with or redirect queries as appropriate (i.e. patients / hospitals / outside agencies).
- Handle general enquiries within the scope of your competency and refer on as and when necessary.
- Make new, follow-up and re-arrange appointments and update the clinical appointment system.
- Record requests for home visits / house calls onto clinical system including all relevant information and advise the duty GP of these requests.
- Assist and register new and temporary patients in accordance with practice protocol ensuring that appropriate identification has been provided.
- Provide administrative and reception support to special clinics i.e. antenatal, baby clinic, chronic disease management.
- To welcome patients and their relatives in a courteous manner and listen to their demands sympathetically, remembering that they may not always make themselves clear and that occasionally illness can be the result in patients appearing rude or abrupt.
- Maintaining and keeping both paper and electronic computer patient records up to date.
- The accurate filing of hospital letters / patient reports / bar reports etc. In chronological order within the patient’s paper health record.
- Ensure the efficiency of appointment systems and monitor the flow of patients into the consulting and treatment rooms.
- On request from the GP’s / Practice Manager / Senior Receptionist contact patients to inform them of their INR result and new dosing regimen.
General Duties
- When opening the surgery premises up check heating and ventilation and restore telephone service (if applicable). Check stock list and refill clinician’s rooms as required.
- Make tea/coffee for the GP’s and participate in a washing up rota.
- Ensure that the waiting area, consultation and treatment rooms after each session is safe and tidy including information leaflets and notice boards.
- When closing leave the reception area tidy, check clinician’s stock and refill, ensure medical records for the next clinical session have been extracted if required.
- On locking the premises up check heating, ventilation, ensure phone lines have been switched over to Out of Hours. Ensure that all internal doors and windows are secure, set intruder alarms and lock up/secure the premises.
- Undertake any other duties as requested by GP’s and Management.
Administrative Duties
- Undertake repeat prescribing requests / issues on a daily basis and update prescriptions / medication within the ‘therapy tab’ on the patient’s computer health record by following the prescribing protocol. You must seek guidance from the GP’s or Practice Manager for any queries.
- Maintain and update the practice registers on receipt of patient information.
- Complete patient registrations with accurate data and read coding from the patient information questionnaire (PIQ).
- Have a thorough understanding of the requirements of GP clinical IT systems (i.e. Vision, Vision+, Contact+.
- Assist the Practice Manager and Senior Receptionist in recalling patients ensuring that patients’ computer health record is updated with all contact attempts.
- Assist the Practice Manager and Senior Receptionist in issuing blood request forms and other documentation to patients and GP’s to undertake Quality Outcomes Framework work.
- Read code each clinic after they have finished in line with the protocol if applicable.
- To provide assistance and guidance with the induction and training of new staff.
- Ensure that you action all laboratory results on the mail manager following action from the duty doctor and ensure that patients computer records are updated.
- To monitor, action and issue daybook messages on a daily basis.
- To receive cheques and/or cash in receipt of payment for the delivery of private services undertaken by the surgery (e.g. letters, travel vaccinations, medicals). Upon receipt of payment issue a receipt to the patient and enter details into the payment book and hand over to the Practice Manager or Senior Receptionist. If you are unable to hand payment over you must ensure the safe keeping of the payment and return it the next working day.
- To process and scan incoming mail, recording details on patient computer records as defined in practice protocol.
COMPETENCE
You are responsible for limiting your actions to those, which you feel competent to undertake. If you have any doubts about your competence during the course of your duties, you should immediately speak to your line manager / supervisor.
REGISTERED HEALTH PROFESSIONAL
All employees who are required to register with a professional body, to enable them to practice within their profession, are required to comply with their code of conduct and requirements of their professional registration.
SUPERVISION
Where the appropriate professional organisation details a requirement in relation to supervision, it is the responsibility of the post holder to ensure compliance with this requirement. If you are in any doubt about the existence of such a requirement speak to your Manager.
RISK MANAGEMENT
It is a standard element of the role and responsibility of all staff of Grangetown Health Centre, Cambridge Street that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.
RECORDS MANAGEMENT
As an employee of Grangetown Health Centre, you are legally responsible for all records that you gather, create or use as part of your work within the Organisation (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records, and you have a legal duty of confidence to service users (even after leaving the practice). You should consult your manager if you have any doubt as to the correct management of records with which you work.
HEALTH AND SAFETY REQUIREMENTS
All employees of Grangetown Health Centre have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable the Practice to meet its own legal duties and to report any hazardous situations or defective equipment
FLEXIBILITY STATEMENT
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder.
CONFIDENTIALITY
All employees are required to maintain the confidentiality of members of the public and members of staff in accordance with the practices’ own policies.
EQUALITY
Grangetown Health Centre will take all practicable steps to ensure that staff are recruited, managed, developed, promoted and rewarded on merit and that equal opportunities are given to all staff. Each employee is responsible for his or her own professional and personal behaviour and there is a requirement of all staff to conduct themselves in a manner, which does not cause offence to another person
