Honley Surgery

Medical Receptionist Apprentice – Honley Surgery

We have an excellent opportunity for an apprentice to join a friendly team at a busy GP surgery in Honley. Your role will be to provide excellent customer service and to direct patients in a welcoming manner to support patients in accessing the appropriate service or healthcare professional within the supervised environment of the Practice.

Reference number: VAC001844517

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Wage – £144.30 per week
Duration – 15 Months
Start date – 04 July 2022 – School/College leavers may apply now
Posted – 18/05/2022

Working Week:

Monday to Friday Hours to be confirmed. 30 hours per week.

Apprenticeship level

2

Positions

1

Your role will be to provide excellent customer service and you will undertake a variety of administrative duties and be part of a dedicated, friendly and hardworking team.

Appointments:

  • To book patient appointment requests on the day and in the future by telephone and in person following practice procedures
  • To take details for home visit requests and to prepare the visit summary for the clinician to visit
  • To arrange transport for patient appointments at the Practice using our Holme Valley Transport Scheme or booking Advanced Transport for the Hospital
  • To book patient appointments into the Huddersfield Extended Access Service Hub for phlebotomy, physiotherapy or extended hours
  • Direct and inform patients to use e-consult for queries on healthcare conditions or treatment via the Practice website
  • To be confident in using our text messaging service (Accurx), to communicate with patients for specific reasons such as appointments or results following practice procedures

Reception:

  • To ensure all messages are dealt with efficiently and appropriately making sure a contact telephone number is taken and then passed on to the relevant person(s) in an efficient and timely manner
  • To advise patients of relevant charges for non-NHS private services, accept payment and issue receipts for the same
  • To inform the Reception Manager if a patient raises a concern or complaint with written details of the incident
  • To take requests from members of the public wishing to become patients issuing the appropriate information and application forms and advising them of the new patient application process adopted here
  • To ensure that all temporary patients complete the required forms
  • To take responsibility for all patient samples handed over the reception desk, ensuring that they have the patient’s details added and that they are correct and are passed on to the nursing team
  • To ensure that, after use, the patient notes are accurately filed in the correct filing system, i.e. alphabetical order Surname, First Name
  • To be confident in arranging an ambulance in an emergency after taking details of the request and relaying accurate information to the emergency services over the telephone

Prescriptions:

  • To be able to process repeat prescription requests accurately in accordance with practice guidelines
  • Liaise with patients and chemist staff regarding queries and requests
  • To be organised and collate the prescriptions ready to be collected by the chemist and to be ready on time daily
  • To send the prescriptions electronically to the nominated chemist for patients who have a dosette pill box prepared monthly and delivered to their home
  • To ensure online medication requests are allocated to the clinician and to monitor the Medicine Management workflow along with the rest of the reception team

Computer/IT:

  • Be familiar with all the Practice’s computer systems (EMIS, Docman, Accurx, Teamnet and Outlook)
  • To digitalise patient’s medical records by scanning their Lloyd George paper notes onto the database
  • Encourage patients to set up with online patient access following practice protocols which allows them to order prescriptions and view results and more on their NHS medical record
  • Process upon request, the change of address on the patient’s medical record.
  • To scan and attach documents onto the patients’ electronic medical record accurately in accordance with practice procedures
  • To process electronic referrals via the Locala website to the District Nursing Team

Premises:

  • Maintain a clean and tidy waiting room in turn with other staff
  • Keep the reception area, notice boards and leaflet dispensers tidy and free from clutter
  • Maintain your own clean and tidy workspace when ‘hot desking’ in the reception department following the Practice’s infection control procedures by wiping down the surfaces before and after use

Other Tasks:

  • To take responsibility/sign for any items delivered to the Practice, ensuring that they are passed onto the intended recipient or placed in the intended area, i.e. fridge immediately
  • To ensure external mail is posted or taken to the post office in a timely fashion.
  • To undertake photocopying duties
  • To ensure all confidential information no longer needed relating to the surgery or a patient is shredded as a means of disposal
  • Provide refreshments for staff and visitors as required, loading and emptying the dishwasher and keeping the kitchen areas clean and tidy

Miscellaneous:

  • To be prepared to offer assistance as and when necessary due to staff shortages or to an increased workload
  • To make every effort to attend training arranged by the Practice even if this is outside the normal hours of work
  • Appropriate notice will be given and time in lieu awarded
  • To ensure an active part is taken with the general duties of maintaining running a smooth office environment
  • To be proactive in seeking to acquire new skills which will be to the benefit of the Practice and the role such as any training courses, reading etc.
  • To follow any guidance given and adhere to all Practice protocols
  • To take responsibility at all times for the health and safety of oneself, fellow employees and patients
  • To be aware and comply with the Practices Health & Safety Policies
  • To be aware of fire procedures, how to raise the alarm, fire-fighting equipment and its use, the fire evacuation procedure and your responsibilities in an emergency situation to both patients and fellow staff members
  • To be aware of the Practice’s First Aid procedures and ensure the accident book is appropriately completed as necessary
  • To be aware of the constraints of confidentiality and in particular the Data Protection Act and its relevance to you both in and out of work
  • To be aware of the ‘Good Practice Guidelines for General Practice Electronic Records’ and the information contained relevant to your role
  • To be aware of the contents of the Practice’s Information Security Policy and comply with its direction regarding the use of IT within the Practice
  • To always act within the best interest of the Practice, patients and employees
  • To support the clinical team, management team and all fellow employees at all times

To ensure that any other (appropriate) tasks are performed as requested by the Doctor or Manager taking capacity and training into consideration.

As part of your contract of employment completion of the Apprenticeship Training Programme forms part of your duties as well as helping your personal and professional development; the requirements to complete the programme are as follows:

  • Attend and be punctual for all induction sessions
  • Attend and be punctual for all lessons with regards to your apprenticeship programme
  • Complete all required assignments with regards to your apprenticeship by the required timeline
  • Build up your portfolio of evidence on-going during your apprenticeship programme.
  • Access support from your tutor/assessor as and when required
  • Access support from your manager with regards to any evidence requirements or support as and when required
  • Attend all work-based training/support sessions

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by the organisation which is relevant to your post within the company to meet the overall business objectives.

Requirements and prospects

Desired skills and personal qualities

Desired skills

To always act within the best interest of the Practice, patients and employees
To support the clinicians, managers and all fellow employees at all times
To ensure that any other (appropriate) tasks are performed as requested by the clinician or manager taking capacity and training into consideration
Ability to be organised and to meet targets set to complete the required work-based evidence, assignments and logging of all work completed towards completion of your apprenticeship programme – your employer will also support you with these requirements
Confident in using email and the internet
To be IT literate and to be confident in learning new or bespoke IT systems

Personal qualities

To have a keen interest in General Practice and working in Primary Care
You must have excellent timekeeping and attendance record
The ability and willingness to learn new tasks; a confident and outgoing personality is essential
Project a positive and friendly image to patients and other visitors either in person, via email, SMS or telephone.
Should be willing to go that extra mile and succeed
Must be friendly, responsible, have a mature attitude and be approachable
Be a team player as well as being able to work individually
Have a methodical approach and ability to finish tasks
You should be confident speaking to members of the public
You should have a professional and helpful manner
Commitment to undertake continued training and development

Qualifications

Grade C/4 or above or Functional/Key Skills Level 2 or equivalent qualifications in maths and English is required

About the employer

Honley Surgery

Marsh Gardens, Holmfirth, HD9 6AG
We are a friendly, approachable, forward-thinking practice committed to providing high quality medical services. We have an excellent team of doctors, advanced clinical practitioners, nurses, health care assistants and administrative staff working to give our patients the best service possible.

Closing date: 21 July 2022