• Job Description

  Req#: A4379-24-0002?language=en&page=965&sort=publicationDateDesc

  Job summary

  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, friendly and courteous image to patients and other visitors, either in person or via the telephone.

  Process repeat prescription requests from patients.

  Scan in correspondence to the clinical database and workflow to the GPs.

  Main duties of the job

  Receiving calls and assisting with direct face to face patient enquiries are predominant parts of this role, therefore this will be very suited to people with previous customer facing roles.

  Day to day varies from booking appointments, processing medication requests, dealing with patients who want to register at the practice and dealing with general enquiries, signposting them to the most appropriate appointment or service.

  Good communication skills are vital for the role and basic IT skills will be needed

  About us

  Shepley Health Centre is a GP Surgery with 6800 patients in semi-rural Huddersfield. It is a fast-paced environment at the coal face of health care in the NHS. We are a supportive team striving to provide the best service we can to our practice population. It can be demanding at times but equally very rewarding.

  Benefits:

  • NHS pension
  • Free Parking

  Schedule:

  • Monday to Friday

  Date posted

  14 March 2024

  Pay scheme

  Other

  Salary

  Depending on experience

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  A4379-24-0002

  Job locations

  Shepley Health Centre

  25 Jos Lane

  Shepley

  Huddersfield

  HD8 8DJ

  
  

  Job description

  Job responsibilities

  Job Summary:

  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, friendly and courteous image to patients and other visitors, either in person or via the telephone.

  Process repeat prescription requests from patients.

  Scan in correspondence to the clinical database and workflow to the GPs.

  Job Responsibilities:

  Be familiar with the Practice computer and be able to input data as required.

  To have knowledge of the Practice area/boundary.

  To know under which circumstances clinical and non-clinical advice should be sought.

  Handle incoming and outgoing telephone calls in a polite and efficient manner.

  Ensure all messages are passed to the appropriate team member, and colleagues made aware of any action required.

  Be able to cover all reception positions as necessary.

  Provide additional cover for the reception office during periods of holiday or sickness.

  Reception

  • Receiving patients consulting with members of practice team.
  • Keep reception areas tidy at all times.
  • Accepting requests for repeat prescriptions, checking the fax and prescription box for repeat prescription requests
  • Handover to incoming staff patient information on any issues not yet completed.
  • To deal with visitors and tradesmen appropriately.
  • To ensure the timely notification of all deliveries to the relevant staff.

  Administration

  • Pulling/filing medical records and update as necessary.
  • Download and file electronic patient correspondence received in medical records.
  • Photocopy and laminate documents as requested.

  Scanning duties

  Sort and date stamp all incoming patient-related mail.

  Scan patient-related documents onto their medical record using read codes as agreed by the clinical team

  Add any additional information about the source of the document

  Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information

  Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale

  Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.

  Coding

  Identify relevant clinical information contained in patient correspondence

  Code or free text the clinical information on to the patient record

  Deal with queries relating to coding

  Appointments

  • Process appointment requests for today and future appointments from patients by telephone and in person.
  • Deal with visit requests and produce any documentation required for the doctors.
  • Arrange and record hospital transport requests.

  Computer

  • Carry out data input, ensuring that the recording of all relevant information into the patients electronic medical record is accurate and concise.
  • Registration of new patients computer data entry and medical records.
  • Process patients change of address computer data and medical records.
  • Process applications from patients for online Patient Access.
  • Process repeat prescription requests in accordance with practice guidelines.

  Telephone

  • Have working knowledge of telephone system, during and after hours.

  Other Tasks

  • Ensure building security have thorough knowledge of doors/windows/alarm.
  • Open up premises at the start of the day if the first to arrive and make all necessary preparations to receive patients.
  • Make refreshments (tea/coffee) for doctors and colleagues.
  • Any other tasks allocated by the Partners or Practice Manager.

  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, to 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.
  • Reporting potential risks identified.

  Personal/professional development:

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

  Equality and Diversity :

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

  • Acting in a way that recognizes 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, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Personal/Professional Development :

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Mandatory training courses, i.e. fire safety, safeguarding, CPR etc.
  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

  Quality :

  The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk.
  • Assess own performance and take accountability for own actions, either directly or under supervision.
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
  • Work effectively with individuals in other agencies to meet patients needs.
  • Effectively manage own time, workload and resources.

  Communication :

  The post-holder should recognise the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members, patients and carers.
  • Recognise peoples needs for alternative methods of communication and respond accordingly.

  Contribution to the Implementation of Services :

  The post-holder will:

  • Work in accordance with practice policies, standards and guidance.
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work.
  • Make use of information technology systems available within the Practice, following systems for data security and protection.
  • Participate in audit where appropriate.
  • Attend and participate in practice meetings/training events.
  • Any other duties commensurate with the role to ensure the smooth running of the Practice.

  This job description may need to be reviewed as the Practice develops.

  Job description

  Job responsibilities

  Job Summary:

  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, friendly and courteous image to patients and other visitors, either in person or via the telephone.

  Process repeat prescription requests from patients.

  Scan in correspondence to the clinical database and workflow to the GPs.

  Job Responsibilities:

  Be familiar with the Practice computer and be able to input data as required.

  To have knowledge of the Practice area/boundary.

  To know under which circumstances clinical and non-clinical advice should be sought.

  Handle incoming and outgoing telephone calls in a polite and efficient manner.

  Ensure all messages are passed to the appropriate team member, and colleagues made aware of any action required.

  Be able to cover all reception positions as necessary.

  Provide additional cover for the reception office during periods of holiday or sickness.

  Reception

  • Receiving patients consulting with members of practice team.
  • Keep reception areas tidy at all times.
  • Accepting requests for repeat prescriptions, checking the fax and prescription box for repeat prescription requests
  • Handover to incoming staff patient information on any issues not yet completed.
  • To deal with visitors and tradesmen appropriately.
  • To ensure the timely notification of all deliveries to the relevant staff.

  Administration

  • Pulling/filing medical records and update as necessary.
  • Download and file electronic patient correspondence received in medical records.
  • Photocopy and laminate documents as requested.

  Scanning duties

  Sort and date stamp all incoming patient-related mail.

  Scan patient-related documents onto their medical record using read codes as agreed by the clinical team

  Add any additional information about the source of the document

  Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information

  Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale

  Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.

  Coding

  Identify relevant clinical information contained in patient correspondence

  Code or free text the clinical information on to the patient record

  Deal with queries relating to coding

  Appointments

  • Process appointment requests for today and future appointments from patients by telephone and in person.
  • Deal with visit requests and produce any documentation required for the doctors.
  • Arrange and record hospital transport requests.

  Computer

  • Carry out data input, ensuring that the recording of all relevant information into the patients electronic medical record is accurate and concise.
  • Registration of new patients computer data entry and medical records.
  • Process patients change of address computer data and medical records.
  • Process applications from patients for online Patient Access.
  • Process repeat prescription requests in accordance with practice guidelines.

  Telephone

  • Have working knowledge of telephone system, during and after hours.

  Other Tasks

  • Ensure building security have thorough knowledge of doors/windows/alarm.
  • Open up premises at the start of the day if the first to arrive and make all necessary preparations to receive patients.
  • Make refreshments (tea/coffee) for doctors and colleagues.
  • Any other tasks allocated by the Partners or Practice Manager.

  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, to 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.
  • Reporting potential risks identified.

  Personal/professional development:

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

  Equality and Diversity :

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

  • Acting in a way that recognizes 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, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Personal/Professional Development :

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Mandatory training courses, i.e. fire safety, safeguarding, CPR etc.
  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

  Quality :

  The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk.
  • Assess own performance and take accountability for own actions, either directly or under supervision.
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
  • Work effectively with individuals in other agencies to meet patients needs.
  • Effectively manage own time, workload and resources.

  Communication :

  The post-holder should recognise the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members, patients and carers.
  • Recognise peoples needs for alternative methods of communication and respond accordingly.

  Contribution to the Implementation of Services :

  The post-holder will:

  • Work in accordance with practice policies, standards and guidance.
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work.
  • Make use of information technology systems available within the Practice, following systems for data security and protection.
  • Participate in audit where appropriate.
  • Attend and participate in practice meetings/training events.
  • Any other duties commensurate with the role to ensure the smooth running of the Practice.

  This job description may need to be reviewed as the Practice develops.

  Person Specification

  Experience

  Essential

  • Excellent organisational and time management skills
  • Customer service skills
  • Able to priorities workload and meet deadlines

  Desirable

  • Experience in a similar role
  • EMIS Experience

  Qualifications

  Essential

  • Educated to GCSE Level
  • Excellent organisational, IT and communication skills
  • Experience in an administrative position
  • Above-basic knowledge of a range of Microsoft Office packages, including Microsoft Excel, Microsoft Word and Microsoft Office

  Desirable

  • Experience of working as an effective member of a team
  • Experience of engaging and communicating effectively with people at all levels
  • Willingness to train/ develop further skills

  Other Job-Related Requirements

  Essential

  • Good time management
  • Ability to manage a large workload within a busy environment
  • Ability to manage the emotional pressures of direct and indirect contact with patients and relatives
  • Flexible approach to the role
  • Customer focused
  • Demonstrates attention to detail
  • Ability to work on own initiative
  • Good interpersonal skills
  • Good team member, able to complement group dynamics
  • Adaptable to changing needs of the service
  • Able and willing to travel to other sites

  Desirable

  • Car driver/access to a vehicle for work purposes
  • DBS Certification

  Skills

  Essential

  • Excellent organisational skills
  • Excellent communication skills (written, face to face and on the telephone)
  • Good computer literacy, including demonstrable confidence and aptitude in using MS Excel
  • Ability to work effectively independently and as a team
  • Ability to work under pressure and to tight timescales
  • Ability to respond to changing or competing priorities
  • Ability to use initiative but recognise when to seek further assistance
  • Ability to analyse, interpret and present information in a clear and concise manner
  • Conscientious in undertaking work and reporting problems to manager
  • Ensure staff and patient confidentiality is maintained at all times
  • Self-motivated

  Person Specification

  Experience

  Essential

  • Excellent organisational and time management skills
  • Customer service skills
  • Able to priorities workload and meet deadlines

  Desirable

  • Experience in a similar role
  • EMIS Experience

  Qualifications

  Essential

  • Educated to GCSE Level
  • Excellent organisational, IT and communication skills
  • Experience in an administrative position
  • Above-basic knowledge of a range of Microsoft Office packages, including Microsoft Excel, Microsoft Word and Microsoft Office

  Desirable

  • Experience of working as an effective member of a team
  • Experience of engaging and communicating effectively with people at all levels
  • Willingness to train/ develop further skills

  Other Job-Related Requirements

  Essential

  • Good time management
  • Ability to manage a large workload within a busy environment
  • Ability to manage the emotional pressures of direct and indirect contact with patients and relatives
  • Flexible approach to the role
  • Customer focused
  • Demonstrates attention to detail
  • Ability to work on own initiative
  • Good interpersonal skills
  • Good team member, able to complement group dynamics
  • Adaptable to changing needs of the service
  • Able and willing to travel to other sites

  Desirable

  • Car driver/access to a vehicle for work purposes
  • DBS Certification

  Skills

  Essential

  • Excellent organisational skills
  • Excellent communication skills (written, face to face and on the telephone)
  • Good computer literacy, including demonstrable confidence and aptitude in using MS Excel
  • Ability to work effectively independently and as a team
  • Ability to work under pressure and to tight timescales
  • Ability to respond to changing or competing priorities
  • Ability to use initiative but recognise when to seek further assistance
  • Ability to analyse, interpret and present information in a clear and concise manner
  • Conscientious in undertaking work and reporting problems to manager
  • Ensure staff and patient confidentiality is maintained at all times
  • Self-motivated

  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

  Drs Shaw, Walker & Culliney

  Address

  Shepley Health Centre

  25 Jos Lane

  Shepley

  Huddersfield

  HD8 8DJ

  
  

  Employer's website

  http://www.shepleyhealthcentre.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Drs Shaw, Walker & Culliney

  Address

  Shepley Health Centre

  25 Jos Lane

  Shepley

  Huddersfield

  HD8 8DJ

  
  

  Employer's website

  http://www.shepleyhealthcentre.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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