ReceptionistApplication Form /

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PART A
Application for (Job Title): Receptionist
Location: Niddrie Medical Centre, Craigmillar Health Centre, 105 Niddrie Mains Road, Edinburgh, EH16 4DT
No applicant will be unfairly discriminated against. We are particularly alert to eliminating discrimination on account of age, cultural/religious/political belief, disability, ethnicity, gender, race, relationship status, sexual orientation, and/or Trade Union membership or stewardship.
Personal Details
Surname: / Forename:
Prev surnames / Title:
Address:
Post Code:
Contact Telephone Numbers: / Day:
Evening: / Mobile:
E–mail: address (if we may use this):
If we need to, the best way for us to contact you is by:
Work Permit
Do you need a work permit to take up this post? / Yes / No
Working in the UK
Are you eligible to work in the UK? / Yes / No
Declarations
Convictions
NHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions)(Scotland) Order 2003. This means that unless stated in the job description, person specification or application pack, you must tell us about any previous convictions either classed as ‘spent’ or ‘unspent’. If you are offered employment, any failure to disclose such convictions could result in dismissal or disciplinary action. Any information you give will be considered only in relation to the post for which this application form refers. Information might be verified for this post.
I declare that I have: (a) No previous convictions
(b) Previous convictions – details of which are:
Please read the following statements. You will be asked to sign a declaration if you are appointed:
  • I have completed Parts A to D of this application form and the details I have supplied are, to the best of my knowledge, true and complete;
  • I understand that if appointed to this post the information on this form will be kept as part of my personal file record;
  • I authorise you to obtain references to support this application if I am identified as a preferred candidate;
  • I understand that details of educational qualifications, membership of professional bodies and referee reports may be verified through the establishments and individuals I have indicated;
  • I consent to my details being kept confidentially and used for specific and lawful purposes as specified in the Data Protection Act 1998;
  • I declare that I have no previous convictions, or have identified any I have above.

Read, agreed and understood (check box) / Date:
PART C
Application for (Job Title): Receptionist
Location: Niddrie Medical Centre, Craigmillar Health Centre, 105 Niddrie Mains Road, Edinburgh, EH16 4DT
Qualifications Achieved
Subjects / Type of Qualification
eg. Standard Grade, GCSE, Higher, BSc / Grade Achieved
Qualifications Currently Studying or Working Towards
Subjects / Type of Qualification
eg. Standard Grade, GCSE, Higher, BSc / Grade Anticipated / DateAnticipated
Membership of Professional or Regulatory Bodies
Full name of organisation(s) / Registration Number / Renewal Date
Present (or most recent) Post
Job Title:
Grade: / Date of Starting Grade:
Employer:
Dates of Employment: / From: / To:
Reason for Leaving (if applicable):
Notice Period: / Current Salary:
Role Purpose / Summary of Responsibilities
Employment History
Start with your most recent employment first and work down the page. If a job supports the position applied for, please say more about it in your Application Support Statement.
Job Title / Employer / Date From / Date To
Referees
Your referees should include your present (or most recent) employer. Please identify below the person who could confirm your employment and the details given in your application. Please identify a second referee who may has knowledge of your skills, knowledge and abilities and who may offer opinion on your suitability for this post. Our pre-employment screening also includes, where appropriate, health and fitness for work, criminal records, qualifications and professional registration. Note that references will only be taken up for Preferred Candidates following interview.
Name 1: / Designation:
Address:
Post Code:
Telephone: / Email:
Name 2: / Designation:
Address:
Post Code:
Telephone: / Email:
Disability
The Disability Discrimination Act 1995 and Amended Regulations 2005defines disability as follows: “any physical or mental impairment which has a substantial adverse effect on a person’s ability to carry out normal day to day activities”. NHS Scotland and Niddrie Medical Practice are “Positive About Disabled People”, and as such we provide job opportunities for disabled people. We operatea Job Interview Guarantee (JIG), which means that if you have a disability, and meet the minimum criteria outlined within the person specification, you will be guaranteed an interview. However, some disabled people prefer not to take this option, so please tick your preference if you are a disabled candidate.
Do you want to participate in the guarantee scheme? Yes No
Please specify any special requirements you require if attending for interview,
eg. Induction Loop, Wheelchair Access, Signer
Statement in Support of Application – please tell us your personal qualities, skills and attributes, experience and any major achievements and show how they match those needed for this job. You can expand this text box or use a separate page if you need more space to write

Please return completed application forms along with you cover letter and an up to date CV to Miss Clair Iannarelli, Practice Manager, Niddrie Medical Practice, 106 Niddrie Mains Road, Edinburgh, EH16 4DT

Job description – Please do not return this section.

Receptionist

  1. Job details

Job Title:Reception and Administrative Staff

Accountable to: 1st line: the practice manager

2nd line: Niddrie Medical Practice Partnership, currently

Dr Jean C Beckley

Dr Roland Baumann

Place of work:Niddrie Medical Practice

Craigmillar Medical Centre

106 Niddrie Main Road

Edinburgh

EH16 4DT

  1. Niddrie Medical Practice

Practice philosophy

We aim to provide highest quality and accessible care to our patients and be responsive to their needs. We aim to provide a great working environment, where excellent team working and professional development is supported.

Practice description

The practice has a list size of 2700 patients which is steadily increasing. The practice has a contractual obligation to expand gradually over the next 3 years and we currently register at least 30 new patients each month.

The team consists of 2 GPs with a 1.33 whole time equivalent, a part time nurse for 30 hours, a part time health care assistant, 2 receptionists and a practice manager. Midwives, District Nurses and Health Visitors are attached to the surgery but employed by the Primary Care Organisation.

Niddrie Medical Practice opened on the 3rd of January 2014. It provides a large range of medical services within the rooms of the former Craigmillar Branch Surgery of Durham Road Medical Group. The partnership is keen to establish a business which is based around the following principles: excellent and accessible clinical care, extensive use of information technology to reduce administrative work as far as possible, commitment to training, teaching and professional development and to develop services which are suitable and partly shaped by our patient population.

Job Purpose

  • To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues and health service professionals. To act as the first point of contact for patients contacting the Practice and to portray the Practice in the best possible professional light.
  • To use judgement, resourcefulness and common sense within defined parameters to respond to patient’s enquiries, particularly in determining the degree of urgency of the patient’s requests.
  • To take a full an active role in data management and recall duties required by the Quality and Outcome framework.
  1. Responsibilities of the Receptionist

Reception Duties

  • To undertake all general reception duties, including Docman, mail, prescriptions
  • Beginning of day procedures, log into computers in reception and prepare waiting room for patients, open front doors, take phones off night service, deal with out of hours reports and mail manager.
  • Supervise waiting room as required
  • To answer telephone promptly and deal with general enquiries
  • Arrange patient appointments and consider prompts by clinical software to arrange chronic disease reviews when doing so.
  • Diverting telephone system to NHS24 out with surgery hours and cancel diversion during surgery hours
  • Record Messages / house call requests for all team members via the vision appointment system. Arrange emergency services, urgent or routine appointments as appropriate and according to practice protocols.
  • Relaying results and specimen handling
  • To liaise with other health board agencies and hospital departments/professionals on a range of issues relevant to the practice.
  • Provide information to patients, visitors and practice staff.
  • Secure premises at the end of the day, ensure that all rooms and toilets have been checked.
  • Assist in management of the appointment system
  • Be prepared to provide cover for sickness and holidays if required
  • Carry out all your duties in accordance with the practices health and safety procedures.

Administrative duties

  • New patient / temporary patient registrations
  • Deducting patients and returning notes to health board.
  • Initial response to requests for access to medical records in compliance with the relevant regulations
  • Whatever you do, adhere strictly to the confidentiality policy of the surgery. If you are not absolutely sure that information sharing is appropriate and lawful, seek advice by a partner, the manager or a knowledgeable administrative colleague. Perform appropriate checks on the identity of anyone seeking information
  • Scan, file and distribute letters, electronic correspondence, and fax transmissions via mail manager, docman, e-mail or print
  • Extract data from hospital correspondence and record in the patient notes to satisfy contract obligations under the ‘Quality and Outcomes framework (QoF)’.
  • Prepare medical reports for completion and post after completion by a clinician, ensure the appropriate fee is requested
  • Summarise patient notes and read code correspondence after appropriate training has been given
  • Support the practice manager as required
  • Maintaining accurate information in a busy and constantly changing environment. Operate as a team worker and promote team working.
  • Audits as required
  • Database searches and gathering of information as requested by the Practice Manager, GP Partner, Nurse for practice requirements.
  • Manage mail campaigns on various topics as required by the practice
  • Deal with general and confidential waste of the surgery

Use of systems and equipment

  • To be competent in use of vision/ blue bay/ SCI Gateway/ SCI store / Docman/ SCCRS or any software required for the efficient running of the practice
  • To be competent in use of the scanners, photocopiersand the fax machine

Communication and relationships

  • Communicate with people at all levels in a polite and constructive manner with proper regard to confidentiality.
  • Ensure all information both incoming and outgoing is actioned appropriately and timeously. Use judgement to interpret and assess the relative urgency of each request
  • When shift is finished, ensure any information about all unresolved or urgent matters are also passed to incoming colleagues.
  • Make appropriate use of the available channels of communication e.g. telephone, email, fax, face-to-face, written.
  • Obtain advice on clinical or non-clinical topics whenever you are not entirely confident with a situation. Never offer medical advice unless clearly instructed to do so by a clinician
  • Assess the risk associated with any unusual situation and seek guidance where appropriate.
  • Raise an alarm whenever you witness or suspect violence, abuse or neglect against anyone
  • Be competent in the use of the telephone system, answer general enquiries and relay messages appropriately.
  • Deal with complaints according to the practice complaints procedure, realising that complainants might be very upset and require comforting
  • Respond to enqueries and requests for assistance in an efficient and courteous manner, answering general enquiries and explaining practicepolicies.
  • Report any problem or incident to the manager or one of the partners

Team work

  • Act as a useful member of the Primary Health Care Team.
  • Provide peer support and help as appropriate to ensure the efficient discharge of all duties.
  • Have a responsible and flexible approach.
  • Participate actively in training, meetings, other personal development and any Practice initiatives.
  • Be prepared to develop your professional skills in accordance with the needs of the partnership and accept necessary training
  1. Most difficult or challenging part of your job
  • Manage the many conflicting priorities the post requires. Use time effectively.
  • Provide and maintain a professional and effective dialogue with patients.
  • Manage tasks delegated via senior management team
  • Covering for holidays and sickness of patients within a small team
  • Flexibility and willingness to help and adapt within the Practice Team
  • Balancing demands by patients with the actual availability of resources
  • Remain composed when faced with challenging or inappropriate behaviour

Niddrie Medical Practice is a new and evolving business which is undergoing rapid change. Health care is equally constantly evolving. This job description is therefore not restrictive and might be reviewed and updated as required.

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