• Job Description

  Req#: A0191-24-0000?language=en&page=79&sort=publicationDateDesc

  Job summary

  Ribbleton Medical Centre are expanding their practice team and require a reliable, experienced, Full Time or Part time Medical Receptionist.

  Hours are Monday to Friday worked on a rota covering from 8 am to 6:30 pm. You must be flexible with working hours as you may be opening up the surgery at 8 am or covering the late shift and closing the surgery at 6:30 pm.

  About the Practice

  Ribbleton Medical Centre is an expanding training practice, serving a population of 8840 patients.

  Our team consists of:- 3 GP Partners; 3 Salaried GP; 3 Practice Nurses; 1 Physician Associate; 1 Advanced Nurse Practitioner; 2 Clinical Pharmacist; 2 Medicines Management; 10 Receptionist/Administrative Assistants and 1 Practice Manager and 1 Assistant Practice Manager.

  What we can offer you

  • Training and development
  • 5 weeks annual leave pro rata, increasing to 6 weeks after 5 years
  • Enrolment into NHS Pension Scheme
  • Competitive remuneration (dependent upon experience) AfC band 3
  • Modern premises
  • Uniform

  Main duties of the job

  Job responsibilities-

  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
  • Deal with all general enquiries and explain practice procedures when required
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
  • Handing completed repeat prescriptions to patients and checking names and address
  • File prescriptions, sick notes and path lab forms in alphabetical order
  • Receive samples from patients and ensure they have been labelled correctly prior to sending to the lab
  • Process appointment requests over the telephone or face to face

  About us

  Ribbleton Medical Centre is an expanding training practice, serving a population of 8840 patients.

  We are CQC rated as good.

  Our team consists of 3 GP Partners; 3 Salaried GP; 3 Practice Nurses; 1 Physician Associates; 1 Advanced Nurse Practitioner; 2 Clinical Pharmacist; 2 Medicines Management; 10 Receptionist/Administrative Assistants and 1 Practice Manager and 1 Assistant Practice Manager.

  As a training practice, we support and mentor Medical Students; Foundation Year Doctors; GP registrar and Trainee Physician Associates.

  Date posted

  08 March 2024

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £11.67 to £12.45 an hour

  Contract

  Permanent

  Working pattern

  Full-time, Part-time

  Reference number

  A0191-24-0000

  Job locations

  243 Ribbleton Avenue

  Ribbleton

  Preston

  PR2 6RD

  
  

  Job description

  Job responsibilities

  Job Description:

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

  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.

  Job responsibilities:

  Reception

  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
  • Deal with all general enquiries and explain practice procedures when required
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
  • Handing completed repeat prescriptions to patients and checking names and address
  • Advise patients of relevant charges for private (Non-General Medical Services) services, accept payment and issue receipts for same
  • Check patient in for their appointments
  • Wipe down the chairs in the waiting areas and the desks, glass and doors every hour if you are covering front reception
  • File prescriptions, sick notes and path lab forms in alphabetical order
  • Action tasks sent by all clinicians
  • Check new patient registration forms have been completed correctly and check their ID
  • Receive samples from patients and ensure they have been labelled correctly prior to sending to the lab

  Appointments

  • Deal with practice tasks and book appointments accordingly
  • Deal with home visits requests and check the home visit screen to provide summary printouts for the clinician
  • Deal with late call requests
  • Ensure total familiarity with all appointment systems including regular and incidental variations

  • Book appointments and ensuring sufficient information is recorded to enable retrieval of the medical record
  • When covering reception to monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
  • Monitor effectiveness of the system and report any problems or variations to the Assistant Manager/Practice Manager

  Computer

  • Registrations of new patients computer data entry and medical records
  • Process patients changes of address, computer data and medical records (have knowledge of practice boundary)
  • Process repeat prescription requests in accordance with practice guidelines

  Telephone

  • Ensure prompt logging on to the telephone system
  • Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

  Administration

  • To have a thorough knowledge of all practice procedures
  • To work in accordance of written protocols
  • Ensure adequate stationery is on the reception desk
  • Photocopy as requested
  • Display practice leaflets in the designated holders and on the reception desk
  • Action out of hours and discharge reports on Emis and highlight any action to be taken
  • Process Emis workflow in a timely manner
  • Acknowledge incoming ABPI referrals and make appointments accordingly
  • Add ABPI results to a spreadsheet so that they can be sent to CSU and the Practice Manager
  • Arrange 24-hour BP appointments
  • Order supplies from the Pathology Department
  • Order x-ray/ultrasound cards
  • Access Open Exeter and invite patients who are due/overdue smears and update on Open Exeter accordingly
  • Code smear invite on Emis
  • Run the new patient template and add date from registration form and process accordingly

  Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:

  Medical records

  • Ensure that records are available upon request
  • Sort and summarise incoming notes for new patients
  • Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
  • Ensure correspondence, reports, results etc. are filed in correct records
  • Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
  • Return patient notes to PCSE for patients that have left the practice
  • Print deceased patients records and return with paper records to PCSE
  • Pulling/filing notes when required and updating as necessary
  • Deal with SAR (subject access request) from Solicitors and provide copies of medical records

  Other Tasks

  • Ensure rooms are ready to use before and after surgeries
  • Ensure adequate stationery in all consulting rooms
  • Ensure all noticeboards are tidy in all consulting rooms
  • Ensure the hand sanitisers have been filled up in all waiting areas
  • Ensure the GP rooms are filled up with stationary and other stock
  • Ensure building security have thorough knowledge of doors/windows/alarm
  • Tidy the waiting area in turn with your colleagues
  • Make and serve refreshments, ensuring the kitchen is kept clean and tidy
  • Undertaken any additional duties appropriate to the post as requested by the Partners/Practice Manager / Assistant Manager
  • The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation

  Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
  • In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
  • 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 assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children and adults.

  Equality, diversity and inclusion:

  The post-holder will support the equality, diversity and inclusion rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Safeguarding:

  The post-holder will safeguard and promote the welfare of adults and children with care and support needs. Their responsibilities are:

  To minimise any potential risk to adults and children with care and support needs

  The above list serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform different tasks as necessitated by the development of this role as the practice develops, and the overall business objectives of the practice change.

  Job description

  Job responsibilities

  Job Description:

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

  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.

  Job responsibilities:

  Reception

  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
  • Deal with all general enquiries and explain practice procedures when required
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
  • Handing completed repeat prescriptions to patients and checking names and address
  • Advise patients of relevant charges for private (Non-General Medical Services) services, accept payment and issue receipts for same
  • Check patient in for their appointments
  • Wipe down the chairs in the waiting areas and the desks, glass and doors every hour if you are covering front reception
  • File prescriptions, sick notes and path lab forms in alphabetical order
  • Action tasks sent by all clinicians
  • Check new patient registration forms have been completed correctly and check their ID
  • Receive samples from patients and ensure they have been labelled correctly prior to sending to the lab

  Appointments

  • Deal with practice tasks and book appointments accordingly
  • Deal with home visits requests and check the home visit screen to provide summary printouts for the clinician
  • Deal with late call requests
  • Ensure total familiarity with all appointment systems including regular and incidental variations

  • Book appointments and ensuring sufficient information is recorded to enable retrieval of the medical record
  • When covering reception to monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
  • Monitor effectiveness of the system and report any problems or variations to the Assistant Manager/Practice Manager

  Computer

  • Registrations of new patients computer data entry and medical records
  • Process patients changes of address, computer data and medical records (have knowledge of practice boundary)
  • Process repeat prescription requests in accordance with practice guidelines

  Telephone

  • Ensure prompt logging on to the telephone system
  • Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

  Administration

  • To have a thorough knowledge of all practice procedures
  • To work in accordance of written protocols
  • Ensure adequate stationery is on the reception desk
  • Photocopy as requested
  • Display practice leaflets in the designated holders and on the reception desk
  • Action out of hours and discharge reports on Emis and highlight any action to be taken
  • Process Emis workflow in a timely manner
  • Acknowledge incoming ABPI referrals and make appointments accordingly
  • Add ABPI results to a spreadsheet so that they can be sent to CSU and the Practice Manager
  • Arrange 24-hour BP appointments
  • Order supplies from the Pathology Department
  • Order x-ray/ultrasound cards
  • Access Open Exeter and invite patients who are due/overdue smears and update on Open Exeter accordingly
  • Code smear invite on Emis
  • Run the new patient template and add date from registration form and process accordingly

  Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:

  Medical records

  • Ensure that records are available upon request
  • Sort and summarise incoming notes for new patients
  • Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
  • Ensure correspondence, reports, results etc. are filed in correct records
  • Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
  • Return patient notes to PCSE for patients that have left the practice
  • Print deceased patients records and return with paper records to PCSE
  • Pulling/filing notes when required and updating as necessary
  • Deal with SAR (subject access request) from Solicitors and provide copies of medical records

  Other Tasks

  • Ensure rooms are ready to use before and after surgeries
  • Ensure adequate stationery in all consulting rooms
  • Ensure all noticeboards are tidy in all consulting rooms
  • Ensure the hand sanitisers have been filled up in all waiting areas
  • Ensure the GP rooms are filled up with stationary and other stock
  • Ensure building security have thorough knowledge of doors/windows/alarm
  • Tidy the waiting area in turn with your colleagues
  • Make and serve refreshments, ensuring the kitchen is kept clean and tidy
  • Undertaken any additional duties appropriate to the post as requested by the Partners/Practice Manager / Assistant Manager
  • The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation

  Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
  • In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
  • 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 assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children and adults.

  Equality, diversity and inclusion:

  The post-holder will support the equality, diversity and inclusion rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Safeguarding:

  The post-holder will safeguard and promote the welfare of adults and children with care and support needs. Their responsibilities are:

  To minimise any potential risk to adults and children with care and support needs

  The above list serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform different tasks as necessitated by the development of this role as the practice develops, and the overall business objectives of the practice change.

  Person Specification

  Qualifications

  Essential

  • Qualifications
  • 5 GCSE C or above including Maths and English

  Desirable

  • AMSPAR Diploma (Reception/Secretarial)
  • Basic or Intermediate Medical Terminology Course
  • NVQ 2/3 Customer Service

  Personal

  Essential

  • Motivate self and others
  • Smart appearance
  • Articulate
  • Flexibility and Willingness to accept change and new approaches.

  Experience

  Desirable

  • Previous Medical Receptionist experience in a GP Surgery
  • Previous use of Emis Web

  Skills

  Essential

  • Communication skills-verbal (face to face and telephone) and written.
  • Sound interpersonal skills-tact and diplomacy
  • Handling conflict and difficult situations.
  • Ability to work on own initiative and as part of a team
  • Aptitude to learn and develop new skills
  • Ability to use own judgement, resourcefulness and common sense
  • Ability to multi-task , manage own time
  • And prioritise urgent tasks

  Desirable

  • IT skills
  • Experience of Microsoft Office
  • Ability to book appointments, organise surgeries, file records, prepare consulting rooms etc

  Person Specification

  Qualifications

  Essential

  • Qualifications
  • 5 GCSE C or above including Maths and English

  Desirable

  • AMSPAR Diploma (Reception/Secretarial)
  • Basic or Intermediate Medical Terminology Course
  • NVQ 2/3 Customer Service

  Personal

  Essential

  • Motivate self and others
  • Smart appearance
  • Articulate
  • Flexibility and Willingness to accept change and new approaches.

  Experience

  Desirable

  • Previous Medical Receptionist experience in a GP Surgery
  • Previous use of Emis Web

  Skills

  Essential

  • Communication skills-verbal (face to face and telephone) and written.
  • Sound interpersonal skills-tact and diplomacy
  • Handling conflict and difficult situations.
  • Ability to work on own initiative and as part of a team
  • Aptitude to learn and develop new skills
  • Ability to use own judgement, resourcefulness and common sense
  • Ability to multi-task , manage own time
  • And prioritise urgent tasks

  Desirable

  • IT skills
  • Experience of Microsoft Office
  • Ability to book appointments, organise surgeries, file records, prepare consulting rooms etc

  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

  Ribbleton Medical Centre

  Address

  243 Ribbleton Avenue

  Ribbleton

  Preston

  PR2 6RD

  
  

  Employer's website

  https://www.ribbletonmedicalcentre.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Ribbleton Medical Centre

  Address

  243 Ribbleton Avenue

  Ribbleton

  Preston

  PR2 6RD

  
  

  Employer's website

  https://www.ribbletonmedicalcentre.co.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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