Job description

Job responsibilities

To work alongside the management team in assisting with the running of all Bromley GP Alliance services.

The role will be between 15 - 30 hours per week depending on availability and the possibility of a job share.

Duties and Responsibilities as a Receptionist

Manage patient requests to book clinical appointments for services offered by BGPA

Complete EMIS tasks

Manage patient enquiries and cancellation requests efficiently and swiftly ensuring patient satisfaction

Support and action administrative emails

Liaise with GPs and host practices to obtain relevant information to help with the running of the services

Provide administrative support to all services

Provide administrative assistance to the operational team as required

Undertake a wide range of administrative duties ensuring information is managed correctly, filed and followed up accordingly

Once trained, competent in both EMIS & ERS systems

Have working knowledge of all software and hardware, i.e., photocopier, email, patient information system

Support the management team in training new staff when required

Personal/Professional Development

Participate in an annual individual performance review, including taking responsibility for maintain a record of own personal and/or professional development

Participate in any training programme implemented by the management team

Effectively manage own time, workload and resources

Assess own performance and development and take accountability for own actions, either directly or under supervision.

Communication

Demonstrate interpersonal skills when dealing with all levels of staff across the BGPA using persuasion, tact and reassurance where necessary.

To deal with all telephone calls related to the services, ensuring callers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.

Handle confidential patient material in a sensitive and discreet fashion in compliance with Bromley GP Alliance policy and procedure.

To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.

Liaise with other departments and members of the Bromley GP Alliance and other organisations to ensure the smooth running of the office and to assisting the functioning of the team.

The post holder is required to follow Bromley GP Alliance policies and procedures which are regularly updated including:

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Following the Freedom of Information Act (FOI) 2005, post holders must apply the Bromley GP Alliances FOI procedure if they receive a written request for information.

Equal Opportunities

Post holders must always fulfil their responsibilities regarding the Bromley GP Alliances Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with the Bromley GP Alliance infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses to improve services. Post holders must also attend training identified by their manager or stated by the Trust to be mandatory.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Smoking Policy

It is the Trusts policy to promote health. Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles.

Person Specification

Experience

Essential

• Previous experience of working in a busy Receptionist/Administrative role.

Desirable

• Experience of working in a receptionist role in a healthcare organisation.

Skills

Essential

• Good computer literacy skills including knowledge of Word, Excel and Outlook.
• Excellent communication skills, both verbal and written.
• Excellent grammar, spelling and punctuation.
• Good interpersonal skills.
• Good organisational skills.

Desirable

• Previous experience of using EMIS/Accurx/ERS

Abilities

Essential

• Ability to communicate effectively with professionals at all levels.
• Ability to work on own initiative, without supervision and to prioritise own workload.
• Ability to work under pressure in potentially stressful situations.
• Ability to work as a team.
• Ability to learn new systems.

Qualifications

Essential

• Educated to GCSE level grade C/4 or above in Maths and English.

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

Bromley GP Alliance Ltd

Address

Beckenham Clinic

14 The Crescent

Beckenham

Kent

BR3 1DU

United Kingdom

Employer's website

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

Job description

Job responsibilities

The post holder will manage a caseload and deal with a wide range of health needs in a primary care setting, ensuring the highest standards of care for all registered and temporary patients.

Organisational Values / Objectives

The goals of Bromley GP Alliance are to work strategically with all Bromley practices, to help secure the best services for patients whilst working together, to support the member practices in the challenges of a changing NHS. Bromley GP Alliance aims to improve the morale of general practice in Bromley, by sharing expertise, services and supporting its workforce. The Alliance will make a positive impact on medical services in Bromley, by working closely with the CCG, local NHS trusts, local providers and patient groups, to improve the delivery of healthcare to the local population.

Key Relationships

Care Homes across Borough of Bromley

Patients, family members and carers

Secondary Care and Community colleagues

External Organisations:

St Christophers Hospice

Bromley Healthcare

Orpington Primary Care Network (PCN)

Job Summary

The post holder will manage a caseload and deal with a wide range of health needs in a primary care setting, ensuring the highest standards of care for all registered and temporary patients.

Duties and Responsibilities

In accordance with the practice timetable, as agreed, the post holder will make themselves available to undertake a variety of duties, including visiting of homes, telephone & Video consultations, checking and signing repeat prescriptions and dealing with queries, paperwork and correspondence in a timely manner.

Provide proactive care, supporting and improving the health and wellbeing of the population.

Provide accessible care: providing a personalised, responsive, timely, flexible and accessible service.

Making professional, autonomous decisions in relation to presenting problems, whether self -referred or referred from other health care workers within the organisation.

Screening patients for disease risk factors and early signs of illness

Provide clinical care using expert knowledge and developed clinical skills in assessing, implementing, and monitoring patients to ensure that the quality of patient care is maintained at the highest standard.

Recording clear and contemporaneous consultation notes to agreed standards.

Undertake clinical letters / summary dictation.

Ensure the principles of clinical governance and risk management are applied to clinical practice.

Awareness of and compliance with all relevant practice policies/guidelines, e.g. KPIs, prescribing, confidentiality, data protection, health and safety

A commitment to life-long learning and audit to ensure evidence-based best practice

Contributing to evaluation/audit and clinical standard setting within the organisation

Contributing to the development of computer-based patient records

Contributing to the summarising of patient records and read-coding patient data

Attending training and events organised by the practice or other agencies, where appropriate.

Ensuring death certificates are completed in a timely manner and in line with the Medical Examiner & Registrars legal requirements.

Signing of death certificates and cremation documentation. Should the post holder leave the employ of the practice and a patient dies within 2 weeks of the post holders departure, should the post holder be the last person who has seen the patient they will be required to complete the necessary paperwork within a week of such request.

Education and Experience

Full GMC registration

MBBS or Equivalent medical degree

MRCGP

Inclusion on the performers list

Personal/Professional Development

Participate in an annual individual performance review, including taking responsibility for

maintaining a record of own personal and/or professional development

Participate in any training programme implemented by the executive team

Effectively manage own time, workload and resources.

Assess own performance and development and take accountability for own actions, either

directly or under supervision

Communication

Demonstrate interpersonal skills when dealing with all levels of staff across the BGPA using persuasion, tact and reassurance where necessary.

Handle confidential patient material in a sensitive and discrete fashion in compliance with Bromley GP Alliance policy and procedure.

To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.

Liaise with other departments and members of the Bromley GP Alliance and other organisations to ensure the smooth running of the office and to assisting the functioning of the team.

The post holder is required to follow Bromley GP Alliance policies and procedures which are regularly updated including:

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 2018. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 2018 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the Bromley GP Alliances FOI procedure if they receive a written request for information.

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to the Bromley GP Alliances Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with the Bromley GP Alliance infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager or stated by the Trust to be mandatory.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Smoking Policy

It is the Trusts policy to promote health. Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles.

Review of this Job Description

This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.

Person Specification

Additional Criteria

Essential

• Work as part of a team to ensure QOF targets are met.
• Participate in weekly multidisciplinary team meetings, time in meetings and clinical audit where required.
• Liaison with voluntary agencies and multi-disciplinary teams in both the community and secondary care.

Experience

Essential

• Knowledge and experience of general Practice in the UK
• Ability to take full and independent responsibility for the clinical care of patients
• Ability to safely oversee and share care of patients with nursing and other staff
• Ability to work with non-career grade staff, registrars and specialist nurses
• To have a broad understanding of all elements of, and a commitment to the principles of Clinical Governance
• A patient centred approach to care
• Good management of patient care
• Effective communication skills with both clinical and non -clinical staff
• Excellent IT skills

Desirable

• Knowledge of EMIS
• Working in Primary Care in an area with significant health problems.

Skills

Essential

• Caring attitude to patients
• Good personal interactive communications skills: clarity of expression and purpose
• The ability to work as a team member and on own initiative
• Acceptance of management and administrative duties by working within a structured team
• Ability to communicate effectively with patients, relatives, GPs, nurses and other agencies
• Commitment to Continuing Medical Education and the requirements of Clinical Governance
• Flexible working attitude

Qualifications

Essential

• Full GMC registration
• MBBS or Equivalent medical degree
• MRCGP
• Inclusion on the performers list
• MPS/MDUS/MDDUS Membership

Desirable

• Experience with EMIS

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Bromley GP Alliance Ltd

Address

Bromleag Care Practice

Beckenham Clinic

14 The Crescent

Beckenham

BR3 1DU

United Kingdom

Employer's website

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

Job description

Job responsibilities

Process Prescription Requests: Accurately prepare and issue repeat prescriptions as per doctors instructions, ensuring all information is correct and up to date via EMIS.

Patient Record Management: Update and maintain patient medication records, ensuring all prescriptions are logged and monitored for accuracy and compliance.

Prescription Reviews: Assist with the review of repeat prescriptions, checking for discrepancies, expired medications, or potential interactions.

Monitor Prescription Stock Levels: Assist in managing inventory of prescription medications, ensuring timely reordering of stock and proper storage.

Handle Prescription Inquiries: Respond to phone calls or emails from patients, pharmacies, and healthcare professionals regarding prescription issues or requests.

Ensure Legal and Regulatory Compliance: Follow guidelines and regulations regarding the dispensing of medications, ensuring prescriptions are processed in accordance with medical, legal, and ethical standards.

Confidentiality: Maintain strict confidentiality of all patient information and prescription details in compliance with data protection laws.

General Administrative Support: Assist with other administrative tasks such as organising prescription-related paperwork and updating records in the practices management system.

Person Specification

Qualifications

Essential

• Good knowledge and use of the English language
• Excellent grammar, spelling and punctuation
• Good standard of education
• Computer literacy skills

Experience

Essential

• Significant administrative experience
• Experience of working within a framework of confidentiality
• Experience of dealing with a range of difficult or challenging situations both on the telephone and in person
• Effective communication (verbal and written) in order to communicate with all levels of the organisation
• Able to handle sensitive information with utmost discretion.
• Good interpersonal skills in order to liaise effectively with people at all levels.
• Able to work to deadlines and under pressure.
• Able to work on own initiative without close supervision
• Capable of prioritising and organising own workload
• Excellent organisational skills
• Good time management

Desirable

• Experience of working in a NHS environment, ideally in a GP setting

Skills and Abilities

Essential

• Good computer literacy skills including knowledge of Word, Excel, Outlook and EMIS
• Good interpersonal skills
• Ability to use databases and prepare spreadsheets
• Good problem solving ability
• Good organisational and planning skills
• Ability to work on own initiative, without supervision and to prioritise own workload
• Excellent communication, both written and verbal
• Able to work well in a team
• Self-motivated, enthusiastic and have a high standard of personal performance
• Able to work well under pressure
• Friendly, approachable and compassionate
• Flexible and reliable
• Willingness to learn new skills

Desirable

• Willingness to learn existing and new computer software packages
• Knowledge and understanding of the GP setting issues
• Knowledge and understanding of electronic patient referral pathways
• Knowledge and understanding of medical terminology
• Good understanding of confidentiality issues
• Full UK Driving Licence holder with access to a vehicle to be used for work purposes

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

Bromley GP Alliance Ltd

Address

Bromleag Care Practice

Beckenham Clinic

14 The Crescent

Beckenham

Kent

BR3 1DU

United Kingdom

Employer's website

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