Job description

Job responsibilities

• Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols

• Maintaining and monitoring the practice appointments system
• Acting on tasks sent by GPs arranging patient follow up
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are care navigated to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail. Including sending post on rota
• 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 and recording information in accordance with practice procedures
• Sorting, Scanning, Workflow of incoming post
• New patient registration
• • New patient signposting regarding 'unhealthy behaviours'
  • Workflow administration
  • Care navigation
  • Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
  • Providing clerical assistance to practice staff as required from time to time
  • Ordering, re-ordering and monitoring of stationery and other supplies [2nd Line]
  • Following emergency procedures, and identifying risks within the surgery environment
  • Any other duty applicable to grade, as requested by Practice Manager or deputy

• 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. Information about patients should not be disclosed in public domain regardless of nature of information.

  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.

  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:

  • 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 recognize the importance of effective communication within the team and will strive to:

  • Communicate politely and effectively with other team members
  • Communicate politely and effectively with patients and carers
  • Recognize peoples 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.

Job responsibilities

• Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols

• Maintaining and monitoring the practice appointments system
• Acting on tasks sent by GPs arranging patient follow up
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are care navigated to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail. Including sending post on rota
• 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 and recording information in accordance with practice procedures
• Sorting, Scanning, Workflow of incoming post
• New patient registration
• • New patient signposting regarding 'unhealthy behaviours'
  • Workflow administration
  • Care navigation
  • Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
  • Providing clerical assistance to practice staff as required from time to time
  • Ordering, re-ordering and monitoring of stationery and other supplies [2nd Line]
  • Following emergency procedures, and identifying risks within the surgery environment
  • Any other duty applicable to grade, as requested by Practice Manager or deputy

• 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. Information about patients should not be disclosed in public domain regardless of nature of information.

  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.

  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:

  • 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 recognize the importance of effective communication within the team and will strive to:

  • Communicate politely and effectively with other team members
  • Communicate politely and effectively with patients and carers
  • Recognize peoples 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.

Person Specification

Experience

Essential

• 1. Experience
• Experience of working in a public reception environment
• Experience of telephone switchboard operation
• Experience of EMIS WEB clinical system/or another GP system
• Experience of Microsoft Office software
• Audio typing
• Experience of dealing with the public/patients
• 2. Knowledge/Skills
• Advanced numeracy skills
• Excellent keyboard and computer skills
• Excellent communication skills
• 3. Qualities/Attributes
• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative
• 4. Other
• Flexibility of working hours/ able to work at the desired times
• Experience of Primary Care
• Car driver/clean licence

Desirable

• Experience of
• Docman, Acurx, econsult, WCCG, GPTR systems desirable

Experience

Essential

• 1. Experience
• Experience of working in a public reception environment
• Experience of telephone switchboard operation
• Experience of EMIS WEB clinical system/or another GP system
• Experience of Microsoft Office software
• Audio typing
• Experience of dealing with the public/patients
• 2. Knowledge/Skills
• Advanced numeracy skills
• Excellent keyboard and computer skills
• Excellent communication skills
• 3. Qualities/Attributes
• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative
• 4. Other
• Flexibility of working hours/ able to work at the desired times
• Experience of Primary Care
• Car driver/clean licence

Desirable

• Experience of
• Docman, Acurx, econsult, WCCG, GPTR systems desirable

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

Dr Gareth Royal & Partners

Address

4 Beddau Way

Caerphilly

CF83 2AX

Employer's website

http://www.nantgarwroadmedicalcentre.wales.nhs.uk/ (Opens in a new tab)