Senior Receptionist - Leeds, United Kingdom - Bevan Healthcare CIC

Description

Day to day running of the Reception/Admin function in order to provide a first-class service to patients and visitors Line management of the Healthcare Coordinators including regular team meeting, 1-2-1s and performance reviews Carry out appraisals of the Reception Team and make recommendations on employee performance.

To deliver new staff induction programme and provide and organise full training for new staff. Manage staff absence in the first instance. Manage any difficult situations that may arise in addition to supporting staff that may require help or advice.

Managing reception staff rotas and arranging staff cover. Looking at any gaps in the rotas to cover the reception team and arrange appropriate cover. Authorise and keep an accurate and up to date record of receptionists annual leave and sick leave. Assist in the management annual leave requests non-clinical.

Maintaining maximum and minimum cover levels Involvement in hiring of reception staff in conjunction with the practice manager. Ensure the smooth running of the reception area and review regularly progress of the clinics.

To provide cover in the reception area on an as required basis at their discretion ensuring full cover at all times.

Any other duties assigned by the clinical staff or the practice manager.

Ensure that all surgeries and clinical rooms are prepared for use on a daily basis and that all such rooms, as well as Patient Waiting Areas, are maintained to the highest of standards in terms of tidiness and organisation General office administration to include typing, photocopying, faxing.

Any other duties that you may be asked to perform, which are appropriate to the post Managing unassigned clinical and non-clinical tasks.

Weekly monitoring of unassigned tasks, making sure all tasks are dealt with and actioned in a timely manner Responsible for referrals.

Monitoring the Choose and Book system for errors and actions for outgoing referrals.

Making sure all electronic/paper referrals are kept up to date with any changes Managing the appointment system.

Adding all clinical and non-clinical rotas to SystmOne, this is updated on a monthly basis or as and when there is a change to the system i.e.

GP sickness Responsible for medical records.

Ensure that all records are accurately maintained, including the input of clinical data and scanning of documents to the clinical system Overseeing the read coding and summarising system of all incoming letters for patients.

Including NHS Mail unplanned admissions. Management of repeat prescribing. Ensure that all staff are trained and competent in dealing with repeat prescribing. To action any electronic patient requests.

Processing solicitor report requests Act as a point of reference for internal telephone queries, taking appropriate action personally or redirecting as necessary.

Produce reports and letters in accordance with service guidelines.

Issue repeat prescriptions and deal with prescription queries Carry out general administrative and clerical functions including photocopying, filing and faxing as required.

Process the client referral system and associated paperwork in accordance with Bevan Healthcare systems.

Maintain effective and efficient systems and office procedures including adequate supplies of forms/leaflets and stationery requirements. Maintain effective diary management as required by management. Process incoming/outgoing post, taking appropriate action as necessary. Maintain an efficient filing and records system, encompassing medical secretarial services.

Collate data information and prepare returns appropriate to grade as required by management. Receive all SAS new patient notifications. Collate all information required regarding patients on the scheme.

Send out initial introductory letters to patients on the scheme Regular audit of SAS list to identify people who have left without permission.

To review registrations and gather information from previous GP, placing alerts on systems regarding the Special Allocation Scheme.

To contact every new patient to explain the concept of the scheme; introduce how it works, hopes for how it would be used and progression off the scheme (as behavioral changes are evidenced) Arrange appropriate security cover for appointments, if required.

Complete SAS submissions Responsible for patient registrations and deductions including EDI links. Making sure all registration packs are current and up to date with the correct patient information.

Daily monitoring of the EDI links actioning registrations, deductions and changes to patient records included patient deaths Responsible for medical records.

Ensure that all records are accurately maintained, including the input of clinical data Assist in the management of user ID security levels, Smartcards and pass words Supporting Reception staff in their key duties.

To work closely with the Reception/Admin team allocating daily tasks to team members and ensuring that main working areas are kept up to