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Job Title : Receptionist Apprentice
Employer : Trent Meadows Medical Centre
Location : Burton-on-Trent, DE14 3EY
Position Type : Apprenticeship
Apprenticeship : Customer Service Practitioner
Sector : Business, Administration, Finance and Law
Vacancy Reference : VAC-00188
Brief Description : Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors both in person or via the telephone
Receive, assist and direct patients in accessing the appropriate service or healthcare professional.


Qualifications Required : Ideally English and Mathematics GCSE at grade A-C or Level 2 equivalent however all shortlisted applicants will be invited to the training centre to participate in a recruitment event where Literacy and Numeracy will be assessed (Some employers may ask for certain qualifications to be held. However most companies don’t require anything)
Vacancy Detail : Reception duties and responsibilities:

Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols
Maintaining, running 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
General administration, filing and retrieving paperwork
Processing repeat prescriptions in accordance with practice guidelines
Referring to clinicians requests for acute prescriptions from patients
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Clearing and re-stock consulting rooms as required
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
Deal with all general enquiries, explain procedures and make new and follow-up appointments
Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
Dealing with information requests, sending and receiving correspondence in accordance with Data Protection/GDPR
Administrative duties and responsibilities:

Extraction of necessary data from clinical correspondence and input into electronic patient record
Manage the Cervical Cytology results both electronically and paper based.
Completing computerised documentation from the Health Authority in relation to cervical cytology recalls
Ensuring the cervical cytology disclaimer register is kept up to date in accordance with the HA code
Manage the recall and appointment booking of all patients who are on the following chronic disease registers:

Chronic Heart Disease
Be the main telephone contact for patients on the above chronic disease registers
Maintenance of incoming GP2GP electronic records
Maintenance of EPS nominations
GMS3 administration
Operating recall systems including Mjog (text messaging service) including:
Contacting patients who have failed to receive text messages
Entering Mjog registrations onto the clinical system
Entering patients who have opted out of the system or declined invitations
Supporting the Administration Manager with clinical audits
Carry out the administration of the inappropriate A&E attendances
Recall patients for seasonal campaigns such as flu
Supporting the Administration Manager with administration duties such as printing/sending letters
Updating patient’s clinical records with information provided from update sheets
Check the carers register on a regular basis to ensure data accuracy
To ensure that all electronic incoming patient correspondence is stored on/in the patients’ medical record and relevant information is coded

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.

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 and free from hazards
Actively reporting of 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
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 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 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

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

The post-holder should recognize 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
Positions Available : 1
Working Week : Monday-Friday 8:00-17:00
Salary : £ 166.00 (Weekly)
Application Deadline Date : 25/06/2021
Possible Start Date : 28/06/2021
Personal Qualities : Willing to learn
Keen and hard working
Exceptional time keeping
Skills Required : Good Numeracy and Literacy Skills
Ability to multi-task
Attention to detail
Strong organisational Skills
Effective communication
Good computing skills and a sound knowledge of Microsoft Office packages
Future Prospects : Full-time permanent role with the company
Training to be Provided : Teaching and learning the skills, knowledge and behaviours within Customer Services
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