Apprentice Receptionist - Business Administration Level 3

Job Overview

We are looking to appoint a receptionist to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks.

You will be responsible for the general reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries.

You will receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

You will provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working our clinical and administration teams.

This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality.

Responsibilities

• GENERAL ADMINISTRATION
• To have a thorough knowledge of all practice procedures
• Pulling/filing notes for surgeries and updating as necessary
• Processing and distributing incoming and outgoing mail
• Filing and retrieving paperwork/correspondence, including filing to patient records
• Computer data entry, processing and recording information in accordance with practice procedures
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
• Cover sickness/annual leave and work reasonable overtime when required, including some weekends.

RECEPTION

• Receiving patients, consulting with members of practice team
• Handing completed repeat prescriptions to patient and checking names and address.
• Be able to cover all reception position as necessary
• Taking messages and passing on information
• Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.

APPOINTMENT SYSTEM MANAGEMENT

• Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
• Monitor effectiveness of the system and report any problems or variations required.
• Deal with home visit requests, carefully noting all details
• Arrange transport to hospital appointments for housebound patients

MEDICAL RECORDS MANAGEMENT

• Ensure that all records accurately compiled in advance for each consulting session.
• Retrieve and refile records as required, following records management processes.
• Ensure correspondence, reports, results, etc., are filed in correct record.
• Processing repeat prescriptions in accordance with practice guidelines
• Handing completed repeat prescriptions to patient and checking names and address.

CONSULTATION ROOM PREPARATIONS

• Clearing and re-stocking of consulting rooms as required
• Consulting rooms prepared in readiness for each consulting session.
• Rooms are checked at the end of each consulting session and left tidy and secure.

Other Job Responsibilities

CONFIDENTIALITY

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
• Maintain an awareness of the Freedom of Information Act.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

HEALTH & SAFETY

• The post-holder will manage their own and others’ health & safety and infection control as defined in the Practice’s Health & Safety Policy, the Practice Health & Safety Manual, and the Practice’s Infection Control Policy and published procedures.
• Comply with Practice health & safety policies by following agreed safe working procedures
• Actively report health & safety hazards and infection hazards immediately
• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
• Undertaking periodic infection control training (minimum annually)
• Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
• Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.

Skills

• Strong organisational skills, clear communication and a willingness to learn.
• Basic computer skills and confidence with typing.
• Office, administrative or clerical experience is useful but not essential.

Pay: £15,600.00-£21,157.50 per year

Work Location: In person