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Waterside Medical Practice

Medical Receptionist Recruitment Pack

Thank you for your interest in this position. Enclosed is the information you will require to assist you in applying for the role.

To apply please can you complete the application form – note CVs without application forms will not be accepted.

Please ensure your full name is on all documents and note that applications can only be considered if all the documentation is completed.

Applications should be e-mailed to [email protected]

Applications must be received by Noon Tuesday 30th November 2017

For an informal discussion and visit please contact Sophie Green – 02392 462719

mailto:[email protected]

CONTENTS

Welcome letter from the Practice

About Waterside Medical Practice

Organisation chart

Job description

Person Specification

Key dates

Application Form

Welcome Letter from the Practice

Dear Applicant

Thank you for your interest in joining the team at Waterside Medical Practice.The Practice is committed to delivering high quality patient care which requires us to have a supportive and cohesive team.We are looking for a person to join our Admin Team. The position is to start the beginning of January.We would welcome visits to the practice – please arrange these with the Practice Manager.If you believe that you have the skills and enthusiasm for the task, we very much look forward to receiving your application.

Dr Sam David, Senior Partner

The Practice

The Practice is situated in Hayling Island, with a list size of 8600. Our aim is to provide high quality, accessible medical care to our patients, whilst maintaining a supportive and pleasant working environment for clinicians and staff.

We are part of South East Hants Clinical Commissioning Group, and offer Primary Medical Services to our patients. We employ two salaried GP’s, a Nursing team of four and two HCA’s, as well as a large admin team.

We are a training practice, and take registrar doctors and also teach medical students.

The practice has four Partners. The current Partnership team is Dr S David, Dr R Thomas, Dr D Pratt and Dr R Gabel.

The practice currently uses Emis Web as a clinical system. We are paper light, so scan all incoming correspondence onto patient’s medical records and are looking to further this over the coming year.

Waterside Medical PracticeOrganisational Chart

Partners

Practice Manager

Lead Nurse

Salaried GPs

Reception Team

Nurses Healthcare Assistants

Reception Supervisor

Admin Team

Admin Support

JOB DESCRIPTION

JOB DESCRIPTION

JOB TITLE: Medical Receptionist

REPORTS TO: PRACTICE MANAGER

HOURS: 28 per week

SALARY: £8.05 per hour

The purpose of the role is to:

Offer 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

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

Undertake a variety of receptionist and administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the reception supervisor/practice manager, dependent on current and evolving practice workload and staffing levels:

Maintaining and monitoring the practice appointments system Processing personal and telephone requests for appointments, visits and telephone

consultations, and ensuring callers are directed to the appropriate healthcare professional Processing and distributing incoming (and outgoing) mail Taking messages and passing on information Filing and retrieving paperwork Processing repeat prescriptions in accordance with practice guidelines Computer data entry/data allocation and collation; processing, coding and recording

information in accordance with practice procedures Initiating contact with and responding to requests from patients, other team members and

associated healthcare agencies and providers Clearing and re-stocking of consulting rooms as required Providing clerical assistance to practice staff as required from time to time, including

word/data processing, filing, photocopying and scanning Ordering, re-ordering and monitoring of stationery and other supplies Dealing with clinical waste

Provision of refreshments for staff and visitors as required and keeping the kitchen area clean and tidy

Keeping the reception area, notice-boards and leaflet dispensers tidy, up to date and free from obstructions and clutter

Register/deregister patients – computer data entry and medical records. Process patients change of address – computer data and medical records Open up premises at the start of the day when first to arrive and make all the necessary

preparations to receive patients Ensure an effective and efficient reception service is provided to patients any other visitors to

the practice Flexibility to cover holidays and sickness are a requirement to this post – there are also

“extended hours” shifts to be covered as well as yearly Saturday flu clinics Update patient records according to tasks generated within clinical systems by Doctors

(Docman and Emis Web). This may include adding diagnoses or medication as required. Accessing/filing/updating notes as necessary Filing post in medical records Fax and photocopy as requested Scanning documents directly into patient records Any other duties as required

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, free from hazards Actively reporting 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 holder’s role

Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognises the importance of people’s 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.

Personal/professional development:

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

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 team’s 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 Communicate effectively with patients and carers Recognise people’s needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect

own work Participate in audit where appropriate

This Job Description is neither exhaustive nor exclusive and all job descriptions are subject to review. They will be reviewed annually in conjunction with the post-holder at the annual appraisal. The post-holder is also required to carry out any duties that may reasonably be requested by the Partners, Reception Supervisor or the Practice Manager. Job holders are expected to be flexible and be prepared to carry out any similar or related duties which do not fall within the work outlined.

APPLICANTS WHO ARE PATIENTS OF WATERSIDE MEDICAL PRACTICE – We consider that employing staff who are patients of the practice has significant disadvantages both to the patient and to the practice. Please note therefore that if your application is successful, you will be required to register elsewhere before employment starts.

PERSON SPECIFICATION Job Title: Medical Receptionist Accountable To: Practice Manager

This form lists the essential and desirable requirements in order to do the job. Applicants will be shortlisted solely on the extent to which they meet these requirements.

Essential Desirable AssessmentEDUCATION & QUALIFICATIONS

Good level of education to GCSE standard or equivalent Application

EXPERIENCE

Computer literate with excellent keyboard skills

Self-starter, able to work on own initiative, following set procedures and protocols

Use of clinical system software eg. EMIS

GP Practice experience

Reception/Customer Care experience

Application/Interview





SKILLS & ABILITIES

An enquiring mind with a willingness to learn new skills and procedures

Ability to organise own tasks and work systematically

Working knowledge & experience of all Microsoft Office applications




Excellent communicator both verbally and written demonstrated with people at all levels and in all circumstances

Ability to respect confidentiality at all times



KNOWLEDGE & UNDERSTANDING

Demonstrate an understanding and commitment to good standards of patient care

Understands the role of GP services / Primary Care role within NHS System

Sensitive to the concerns of others without being disproportionately influenced by them

Flexible in approach to work and ability to cover colleagues during leave/busy periods

Understanding of and commitment to Health & Safety in the workplace

Application/Interview/Reference



Application/Interview/Reference


PERSONAL ATTRIBUTES

Be able to demonstrate an understanding and commitment to working within a large Primary Care Team

Ability to remain calm under pressure

Capable of working supervised and unsupervised

Capable of consistent accuracy and concentration under pressure

Objective and impartial






Keen to learn new skills

Self-motivated but aware of limits of authority

Pragmatic approach to day to day irritations

Have a “can do” attitude and be able to demonstrate a flexible approach to the working day

Well presented, personable, polite and patient.






KEY DATES

Closing date for completed applications Noon Tuesday 30th November 2017

Candidates will be short listed and invited for an interview and selection process.

We are looking for someone to start as soon as possible.

Waterside Medical Practice

Job Application FormPlease complete all sections of the form. If you need additional space, please continue on a new sheet ensuring it has your details on it.

a) Personal Details

TitleSurnameForenamesAddress

Telephone number (home)Telephone number (mobile)e-mail addressNational Insurance NumberPosition applied for

1. Education & Training

Under the Asylum and Immigration Act 1996, employers can offer employment only to those who are entitled to work in the United Kingdom.

Are you legally entitled to work in the United Kingdom YES/NO

In accordance with the Act, we are entitled to ask ALL applicants for evidence of the right to work in the United Kingdom. Should you be invited to interview, please bring with you originals of at least one of the follow:

Your National Insurance number (your original N.I number card, or a P60 or P45)

A U.K. passport or Naturalisation Certificate A passport or identification card from a member country of the European

Economic area. A passport vetted by an immigration officer A work permit

If you are invited to interview, you will also be required to bring with you proof of identification (passport or driving license) and proof of address (utility bill or bank statement within the last 3 months)

b) Education & Training

Name of schools attended after age 11

Address of schools attended

Examinations taken and qualifications obtained

Further Education

Name of establishment

Address of establishment

Examinations taken and qualifications obtained

c). Employment History

Please list in chronological order all positions held (i.e. listing the most recent job first). Indicate any periods of unemployment. Use additional pages if required

Name & Address of employer

Job Title Duties Rate of Pay (both starting & leaving)

Dates of employment

Reason for leaving

d) References

Please list which two people we may approach for a reference, together with the individual’s name and job title. (One should be your most recent employer).

Name, job title and relationship Contact details (preferably email)

e) Supporting Information

In this section you are asked to outline how your knowledge, skills and experience meet the competencies required for this role (see job description and person specification). You should draw on your experiences from your current or previous roles, or from other relevant situations (such as activities outside work).

Please use an additional sheet if required.

f) Criminal Offences

Have you been convicted of any criminal offence? YES/NO

You should note that the practice is exempt from the Rehabilitation ofOffenders Act 1974 and you are therefore required to disclose all convictions to the practice, whether or not those convictions are spent:

g) Other

Have you booked any holidays YES / NO

If so, please specify the dates:

If you were to be offered a position, please state when you could start work:

If you have a disability and have any special requirements should you be requested to attend interview, please state here:

h) Declaration

I confirm that to the best of my knowledge the above information is correct.

I understand that if I have provided any false or misleading information on any application then this could result in my dismissal if I am appointed to the position.

I understand that some or all of the information I have provided may be retained in accordance with the Data Protection Acts.

I understand that if I am registered as a patient with Waterside Medical Practice that I will be required to register elsewhere prior to employment

Name……………………………………………………......Date……………………….

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