Crewe Medical Centre

Temporary Medical Receptionist/Adminstrator

135 Boswall ParkwayEdinburghEH5 2LY

16.5hrs per week, worked flexibly during practice opening hours 8am – 6pm

Closing date: 08/03/15

Interviews to be held Thursday 19/03/15

Due to promotion and internal reorganisation Crewe Medical Centre is looking to recruit a new reception/admin team member, initially on a temporary basis, tojoin our well established practice team.

“Every day is different” and “the day just flies by” is what the team love about working here, so the successful candidate must be able to provide a professional and high quality service to patients and colleagues at all times. You must be customer focussed and a good communicator, who recognises the importance of teamwork. You will be computer literate and knowledge of GP clinical systems would be beneficial. A flexible approach to working hours is vital to ensure adequate cover is provided to meet the needs of the Practice and occasional additional hours will be required to cover annual / study leave and unplanned absences.

If you are looking to develop professionally, by working closely with our friendly team, in the management of patient care:

Please contact:

Reception team 0131 552 5544 or email

for an application pack.

CREWE MEDICAL CENTRE

JOB TITLE:Medical Receptionist/Administrator

RESPONSIBLE TO:Practice Manager/Assistant Practice Manager

THE POST:

The purpose of this post is to provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others. You will be the first point of contact to our patients providing an excellent standard of customer care. This post is a varied and challenging position that requires the ability to work efficiently and accurately to ensure the smooth running of the practice. Customer service skills are required.

MAIN DUTIES AND RESPONSIBLITIES:

  • Filing, record keeping and distribution of documents are undertaken promptly and efficiently.
  • Enquiries from patients and other agencies are dealt with efficiently and courteously.
  • Opening and closing the premises as required; setting and unsetting the alarm system; checking the premises are secure and the waiting room is tidy at the end of each day.
  • Ensuring patient records are available to doctors and practice nurses during surgeries and clinics if required.
  • Answering general enquires from patients, explaining practice procedures, making new and follow-up appointments, receiving and processing requests for repeat prescriptions.
  • Extracting records for their return to Practitioner Services, printing off documents on Docman/EMIS or exporting documents electronically and returning record to Practitioner Services.
  • Dealing with requests for home visits and liaising with district nurses and health visitors.
  • Liaising with hospitals and other outside agencies (eg social work/benefit agencies) regarding patients as per instruction.
  • Entering patient data on to EMIS/Clinical Support templates.
  • Processing lists of patients due for Recall and coding records accordingly eg Appt Made, Letter sent, etc.
  • Coding and summarising of records, if required, due to sickness absence or annual leave.
  • Ordering and recording of ambulance requests.
  • Ensuring an adequate supply of stationery and health board forms are available to all clinical staff.
  • Collection, opening, distribution and posting of mail as necessary.
  • Undertaking any typing and photocopying as required.
  • Undertaking the accurate completion of any necessary statutory forms relating to patients/GP’s (eg temporary residents, new patient registrations).
  • Ensuring that the reception area is left tidy and ready for use by incoming colleagues and that they are provded with information about any unresolved or urgent matters.
  • Ensuring that the computer system is regularly updated with: repeat prescriptions requested or altered by hospitals or GP’s; other clinical patient information; details of new patients and changes to existing patient data.
  • Passing on messages, faxes and laboratory results accurately and efficiently.
  • Maintaining confidentiality within the practice at all times.
  • Assisting patients around the premises if required.
  • Assisting examination of patients as chaperone, etc as requested by doctor or practice nurse.
  • Undertaking any other reasonable activities deemed necessary for the smooth running of the practice, including changes to hours or additional hours

What qualities I need to do my role:

Attendance, conduct and performance

Is presentable, e.g. wears a clean uniform

Demonstrates good time keeping and attendance

Promotes the practice when talking to patients

Shows concern for the appearance of the practice

Takes action to ensure information is available to patients

Keeps up to date with recent innovations, research and thinking within the business (attending courses, reading literature)

Recognises the need to adapt working hours/work additional hours to cover the needs of the business

Customer Service (Internal & External)

Acknowledges all customers in a friendly and helpful way

Goes out of their way to make conversation with customers and makes the customer feel special.

Responds to a customer’s problem, ensuring they are happy with the outcome

Recognises that customers are more important than anything else

Anticipates the customer’s needs and makes suggestions to exceed the customer’s expectations.

Motivation & Time Management

Takes responsibility to ensure all parts of the role are completed with the minimum of supervision

Is thorough and checks accuracy

Offers help when needed to get a task done

Wants to exceed targets set

Teamwork

Builds honest relationships with others by being truthful and giving feedback

Seek out and respond to feedback on your performance, conduct and attendance

Acknowledges the needs of different people e.g. helps new starter settle in or a patient from a different ethnic origin

Provides practical support and development to fellow colleagues

Notices how people react and then adapts their own behaviour e.g. remains calm with angry colleague or empathetic to a nervous patient

Takes actions before being asked

Recognises opportunities to improve services

Uses past experience to deal with new situations

Communication

Speaks clearly to colleagues and patients

Explains things simply

Listens carefully to requests, using questions to check understanding

Is tactful when talking to others

Great Place to Work

Takes action to improve or address poor performance, attendance or conduct

Believes in others’ abilities and trusts them to achieve tasks allocated to them

Gives and receives open, honest and consistent feedback

Keeps fellow colleagues informed of any changes

Remains positive when things get difficult

Personal Development

Works on CPD targets without supervision

Understands impact in achieving CPD for themselves as well as the business

Understands their own learning style

Offers help to others to achieve their targets

Is aware of their own career development and takes responsibility for it

Crewe Medical Centre

Post: Medical Receptionist/Administrator

PERSON SPECIFICATION

Criteria / Essential / Desirable
Personal Traits / Team player
Motivated
Enthusiastic
Customer service focused
Tact and diplomacy
Qualifications & Training
Level of education, professional qualifications, training and learning programmes/courses. / Minimum 3 standard grades including English and Maths / HNC/SVQIII in Business Administation or equivalent experience
Experience and Knowledge
Type of experience, level at which experience gained. Depth and extent of knowledge. / Experience in using databases / Use of EMIS, Docman, SCI Gateway
Skills/Abilities
Range and level of skills, i.e. communication (oral, written, presentation), planning/ organisation, numeracy, leadership etc. / Well developed keyboard skills
Good organisation and communication skills
Manage time effectively, prioritising work to meet competing demands
Specific Job Requirements
Environmental conditions, unsociable hours, car driver etc. / Dealing with difficult situations
Managing anti-social behaviour and verbal abuse
Confidentiality

If you do not meet the essential criteria as detailed above then please do not apply for this post as you will not be short-listed

Crewe Medical CentreApplication Form

Private & Confidential

Personal Details

Please attach a recent
Photograph / Please complete the following and return to:
Jayne Triplett
Practice Manager
Crewe Medical Centre
135 Boswall Parkway
Edinburgh
EH5 2LY
or email:

Full Name: Title: First Name(s) Surname:
Home Address:
Post code:
Home Telephone No: Mobile:
Date of Birth: Email:
National Insurance No:

Employment Required

Position applied for
Present salary
How did you hear about this vacancy?
When would you be available to start?
Existing holidays or commitments?
If offered the position would you continue work elsewhere?
Have you been previously interviewed at this practice?

Why are you interested in this position and this practice?

Interviews: CMC Application. Page 1:4

Present Employment

Name & Address of Employer / From: Month/Year / To: Month/Year / Leaving Salary
£
Per:
Job Title:
Describe the work you did:
Telephone:
Type of business:
No. of hours worked: / Reason for leaving:

Past Employment

Please use a separate sheet if required.

Name & Address of Employer / From: Month/Year / To: Month/Year / Leaving Salary
£
Per:
Job Title:
Describe the work you did:
Telephone:
Type of business:
No. of hours worked: / Reason for leaving:
Name & Address of Employer / From: Month/Year / To: Month/Year / Leaving Salary
£
Per:
Job Title:
Describe the work you did:
Telephone:
Type of business:
No. of hours worked: / Reason for leaving:

Interviews: CMC Application. Page 2.4

Please describe any other work you have been involved in:

(e.g. voluntary, project work etc)

Date/Duration / Description

Education & Qualification

Beginning with the most recent events

TrainingEstablishment/College/School / Dates from / to / Qualifications
Please indicate whether you have or the equivalent of 3 standard grades including math/English / science
Also whether you have gain any core skills in communication/numercy/IT/working with others

Training

Please indicate if you have obtained any other training that would be of interest to your application. For example: CPR, first aid, computer skills etc.

Training Establishment/College/School/home / Dates from / to / Qualifications

Experience

Give details of any responsibilities in previous positions, or activities & experiences outside work that you feel would beneficial in the position applied for:

Interviews: CMC Application. Page 3.4

Teamwork

Give an example of when you have worked as part of a team? What went well and not so well? What would you do differently if you did it again?

Interests

Give details of your main interests & hobbies

References

Please provide names & addresses & occupations of two referees. These should be people you know well but not relatives of friends. It could be your previous employer. We may approach them in regard to your application at a later date after obtaining your permission

Name: / Name:
Occupation: / Occupation:
Position you held/employee no: / Position you held/employee no:
Your relationship with referee: / Your relationship with referee:
Address: / Address:
Post Code: / Post Code:
Telephone No: / Telephone No:

Supporting statement for your application

Please provide information below supporting your application for this post

Declaration

I declare that to the best of my knowledge the information contained in this application is correct and consent to my details being held on file

Signature:Date:

Interviews: CMC Application. Page 4.4

1