NHS

Practice Receptionist & Administrator


PayCompetitive
LocationWallington/England
Employment typePart-Time

This job is now closed

  • Job Description

      Req#: A3357-24-0005?language=en&page=1256&sort=publicationDateDesc

      Job summary

      We are looking for experienced and non-experienced individuals to join our reception/admin team to support Manor Practice as it continues to develop and grow. This is a great opportunity for someone to join a friendly and dynamic team across 2 sites and provides the opportunity to explore development opportunities in primary care.

      This role is likely to be in the region of 16-24 hours pw across 3-4 days. Shifts normally start at 8am and finish at 6.30pm in line with practice opening hours and each shift will normally be for approx 6 hours duration each day worked so either an AM or PM shift. We will also consider a candidate wishing to work full time.

      The role is front line patient focused mostly dealing with those presenting in person or by telephone. It also involves some signposting and referring to other services as required and admin work.

      Previously unsuccessful applicants should not re-apply.

      Main duties of the job

      The post holder will support the practice with reception/admin duties. They will work closely with other staff to deliver high quality care and excellent customer service to patients. They will help create and work to dedicated practice protocols in relation to efficient and effective processes and ensure smooth working at all time. They will be reactive to issues and take steps to help resolve these quickly and efficiently.

      About us

      Manor Practice provides primary care services to a patient population of 12,500 patients based across 2 sites within Wallington. The Practice is currently experiencing rapid growth and is undergoing a transition period having recently merged with another practice.

      Manor Practice is a friendly, well organised and thriving Practice that benefits from a growing patient list size. The GP partners are dedicated to providing the highest standard of care to their patients and are supported by an excellent team of salaried GPs, Physician Associates, ANPs, nurses, HCAs, PCN Pharmacists, management/operational team, receptionists and administrators. We also work closely with a number of other PCN ARRS roles such as FCP Physios, Health & Wellbeing Coaches, Social Prescribing Link Workers and Mental Health Practitioners.

      The Practice is an active member of the Wallington Primary Care Network and is rated as Good by the Care Quality Commission. We are a forward thinking practice, who appreciates the need for work/life balance, clinical supervision and support and we also support flexible scheduling options. Our local Training Hub ensures our staff have access to excellent training and development opportunities and portfolio working arrangements.

      We are fully engaged with our local Primary Care Networks, including provision of localised services and we host some of the Sutton borough extended access services at one of our sites.

      Date posted

      22 September 2024

      Pay scheme

      Other

      Salary

      Depending on experience From £11:45 depending on experience

      Contract

      Permanent

      Working pattern

      Part-time

      Reference number

      A3357-24-0005

      Job locations

      Manor Practice

      57 Manor Road

      Wallington

      Surrey

      SM6 0DE


      Manor Practice

      Roundshaw Health Centre

      6 Mollison Square

      Wallington

      SM6 9DW


      Job description

      Job responsibilities

      Key Tasks and Responsibilities

      Reception

      Making and cancelling appointments

      Docman scanning branch surgery only

      Dealing with patient queries in person and by telephone

      Signposting or referring to internal and external services

      Opening up and closing up of rooms/site

      Checking paper/scripts in rooms

      Putting up signs on doors for those working having referred to the room rota provided

      Checking windows, fans, etc are switched off end of the day and all in accordance with set up and closing down processes provided

      Daily fridge temperatures to GPTN in the absence of nurses/HCA

      Setting up Bria telephone system and screen daily

      Filing and ensuring records are kept in a tidy and ordered state

      Processing change of address or updating other details in patients records as advised

      Preparing notes for amalgamation and deduction (to then be processed by admin team at main surgery before return to PCSE)

      Patient transport booking and coding (first transport only)

      Admin

      Docman incoming processing (as per managing clinical correspondence protocol)

      Docman scanning (usually at main surgery only or to cover at branch if needed)

      Docman tasks

      Generic email sorting and management

      Incoming AccuRx notification processing and online consultation requests

      ERS making referrals and oversight of worklists incl A&G

      Safeguarding reports and coding

      2WWR audit and follow up

      Maintenance and update of the death register

      Summarising of notes not sent GP2GP (as per summarising policy)

      Processing deductions incl deductions/leavers report to LBS

      Identification of patients who have moved away and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure removal has taken place

      New registrations and setting up new records (please refer to policy for full details)

      EMIS workflow tasks (please refer to workflow manager policy for full details)

      EMIS tasks from the clinical team and others

      Ardens DOB call and recall for long term conditions or other groups

      Missing childhood immunisations, reviewing notifications and running Ardens searches and booking patients (please refer to childhood imms policy and protocol for full details)

      Monitoring and recall for annual SMI health checks and annual LD health checks

      Cytology prior notifications and 3rd recalls via CSMS

      Monitoring and f/u for discharged prostate cancer patients

      Recoding and f/u of all cancer diagnosis patients at 3 and 12 months

      Recording and f/u of all FIT test requests

      Entering data and coding information from outside agencies

      Attendance at quarterly LD MDT to take minutes and review actions, fortnightly touch base with LD homes by tel or email

      Attendance at monthly clinical team meeting to take minutes

      Health visitor for under 5 joiners and leavers report monthly (please refer to protocol)

      Monthly check of named accountable GP coding (please refer to protocol)

      Annual flu, shingles, pneumo recalls incl AccuRx direct booking set up

      Processing incoming insurance reports, forms and SARS to iGPR managed system incl invoicing

      Care home DES weekly ward rounds and ensuring all relevant f/u

      6 week postnatal and 8 week new baby checks and first imms bookings with GP/nurses

      Taking direct calls from patients usually 2-4pm

      Taking calls to the practice bypass line

      Participate in reception duties as required by the practice

      This list is not exhaustive and there may be other requirements of this role as required by the Practice Manager and/or Partners.

      Job description

      Job responsibilities

      Key Tasks and Responsibilities

      Reception

      Making and cancelling appointments

      Docman scanning branch surgery only

      Dealing with patient queries in person and by telephone

      Signposting or referring to internal and external services

      Opening up and closing up of rooms/site

      Checking paper/scripts in rooms

      Putting up signs on doors for those working having referred to the room rota provided

      Checking windows, fans, etc are switched off end of the day and all in accordance with set up and closing down processes provided

      Daily fridge temperatures to GPTN in the absence of nurses/HCA

      Setting up Bria telephone system and screen daily

      Filing and ensuring records are kept in a tidy and ordered state

      Processing change of address or updating other details in patients records as advised

      Preparing notes for amalgamation and deduction (to then be processed by admin team at main surgery before return to PCSE)

      Patient transport booking and coding (first transport only)

      Admin

      Docman incoming processing (as per managing clinical correspondence protocol)

      Docman scanning (usually at main surgery only or to cover at branch if needed)

      Docman tasks

      Generic email sorting and management

      Incoming AccuRx notification processing and online consultation requests

      ERS making referrals and oversight of worklists incl A&G

      Safeguarding reports and coding

      2WWR audit and follow up

      Maintenance and update of the death register

      Summarising of notes not sent GP2GP (as per summarising policy)

      Processing deductions incl deductions/leavers report to LBS

      Identification of patients who have moved away and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure removal has taken place

      New registrations and setting up new records (please refer to policy for full details)

      EMIS workflow tasks (please refer to workflow manager policy for full details)

      EMIS tasks from the clinical team and others

      Ardens DOB call and recall for long term conditions or other groups

      Missing childhood immunisations, reviewing notifications and running Ardens searches and booking patients (please refer to childhood imms policy and protocol for full details)

      Monitoring and recall for annual SMI health checks and annual LD health checks

      Cytology prior notifications and 3rd recalls via CSMS

      Monitoring and f/u for discharged prostate cancer patients

      Recoding and f/u of all cancer diagnosis patients at 3 and 12 months

      Recording and f/u of all FIT test requests

      Entering data and coding information from outside agencies

      Attendance at quarterly LD MDT to take minutes and review actions, fortnightly touch base with LD homes by tel or email

      Attendance at monthly clinical team meeting to take minutes

      Health visitor for under 5 joiners and leavers report monthly (please refer to protocol)

      Monthly check of named accountable GP coding (please refer to protocol)

      Annual flu, shingles, pneumo recalls incl AccuRx direct booking set up

      Processing incoming insurance reports, forms and SARS to iGPR managed system incl invoicing

      Care home DES weekly ward rounds and ensuring all relevant f/u

      6 week postnatal and 8 week new baby checks and first imms bookings with GP/nurses

      Taking direct calls from patients usually 2-4pm

      Taking calls to the practice bypass line

      Participate in reception duties as required by the practice

      This list is not exhaustive and there may be other requirements of this role as required by the Practice Manager and/or Partners.

      Person Specification

      Qualifications

      Essential

      • Educated to GCSE grade A to C in English and Maths
      • A commitment to ongoing personal development
      • All mandatory training

      Experience

      Essential

      • Experience of working in primary care in an administrative or front line role
      • Strong communication skills
      • Efficient and organised
      • Good team working
      • Focused and attention to detail

      Desirable

      • Experience of EMIS web
      • Good working knowledge of general practice IT

      Other Knowledge and Skills

      Essential

      • Ability to use own initiative
      • Work independently and as part of an MDT
      • Excellent time management skills
      • Ability to work under pressure and prioritise own workload
      • Adaptability to a fast pace and rapidly changing environment

      Other

      Essential

      • Flexibility
      • Excellent personal presentation
      • Commitment to equal opportunities
      • Reliable and punctual
      • DBS clear

      Desirable

      • A valid UK driving licence and own car to facilitate travel between sites as needed
      Person Specification

      Qualifications

      Essential

      • Educated to GCSE grade A to C in English and Maths
      • A commitment to ongoing personal development
      • All mandatory training

      Experience

      Essential

      • Experience of working in primary care in an administrative or front line role
      • Strong communication skills
      • Efficient and organised
      • Good team working
      • Focused and attention to detail

      Desirable

      • Experience of EMIS web
      • Good working knowledge of general practice IT

      Other Knowledge and Skills

      Essential

      • Ability to use own initiative
      • Work independently and as part of an MDT
      • Excellent time management skills
      • Ability to work under pressure and prioritise own workload
      • Adaptability to a fast pace and rapidly changing environment

      Other

      Essential

      • Flexibility
      • Excellent personal presentation
      • Commitment to equal opportunities
      • Reliable and punctual
      • DBS clear

      Desirable

      • A valid UK driving licence and own car to facilitate travel between sites as needed

      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

      Manor Practice

      Address

      Manor Practice

      57 Manor Road

      Wallington

      Surrey

      SM6 0DE


      Employer's website

      https://manorpractice.org.uk/ (Opens in a new tab)

      Employer details

      Employer name

      Manor Practice

      Address

      Manor Practice

      57 Manor Road

      Wallington

      Surrey

      SM6 0DE


      Employer's website

      https://manorpractice.org.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.