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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
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
Application/Interview
Application/Interview
Application/Interview
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
Application/Interview
Application/Interview
Application/Interview
Excellent communicator both verbally and written demonstrated with people at all levels and in all circumstances
Ability to respect confidentiality at all times
Application/Interview
Application/Interview
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
Application/Interview
Application/Interview/Reference
Application/Interview
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
Application/Interview
Application/Interview
Application/Interview
Application/Interview
Application/Interview
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.
Application/Interview
Application/Interview
Application/Interview
Application/Interview
Application/Interview
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……………………….