GP Reception Team Leader

Main Job Responsibilities: Rota Organise reception staff rota including Saturday & any Wolverhampton Total Health cover arrangements Organise clinical rotas and co-ordinate annual leave requests Update EMIS appointments system for leave/duty changes Update Clarity system regarding annual leave Arrange locum cover, where needed Liaise with management concerning staffing and organisation of work Attend Partners meetings as necessary Organise Room Bookings for clinical staff and arrange recharges Rota for Saturday staff Patient Services Participate in the reception rota, including weekend cover Oversee the appointment system for the practice Friends and Family survey compilations Administration of patient prescriptions (manually and computerised). Make / cancel appointments for patient to see Doctor, Nurse and other clinical staff associated with the Practice. Deal with telephone enquiries from patients and general public Promote online access for patients Hold NHS App sessions for patients
and act as a NHS champion Deal with registration and deduction processes Manage telephony recording system and report necessary issues Ensure patients are redirected appropriately to Out of Hours or Thursday afternoon with Wolverhampton Doctors on Call arrangements when Surgery is closed at 5:30 pm. Ensure telephone system has the correct telephone message playing and rerecord as necessary Staff Assist with staff recruitment processes Conduct staff induction, training, appraisals and ongoing progress reviews Assist with the complaints process Monitor staff attendance and annual leave requests and organised cover Ensure practice policies are followed and maintain administrative records Liaise with other members of the primary health care team, including external teams Ensure fire safety/alarm systems are adhered to Ensure staff are appropriately trained, supervised and are aware of practice protocols Ensure smooth operational of reception workflow Assist Locums with temporary logging in
arrangements Health and Safety Ensure Reception area is clutter free and ensure that any parcels or deliveries are removed from main area Ensure fridges are checked when there is no clinical team in Participate in weekly Fire Alarm system and record any issues Participate in Annual Fire Alarm Ensure equipment is fully operational (patient pod, patient call in and patient check in) with any defunct equipment reported Ensure lift is working for patients and report any issues Ensure any trip hazards are reported and resolved Administration Resolve and deal with lower level patient complaints and escalate when needed Assist management with investigating patient complaints Assist management with completing significant events Attend Patient Participation Group meetings where on a rota basis and when necessary Deal with minor patient complaints to seek resolutions where appropriate PCSE documentation and any anomalies Monitoring of tasks to ensure they are completed timely Hold regular meetings
with reception staffInformation Ensure communication systems are running smoothly, doctors and reception staff are kept fully informed of changes in procedures Assist with production and upkeep of Practice Procedures documents Manage paperwork systems including post, internal and external Have a working knowledge of all EMIS and Docman software used and hardware Other duties: Any other duties commensurate with skills and responsibilities for this post.