Medical Receptionist

Derwent Valley Medical Practice is a well-established forward thinking GP Practice based in Derby with a branch site in Spondon Village just 3 miles away. This role will require the applicant to work over both of our surgery sites.

We are looking to appoint an enthusiastic receptionists, the contracted hours will be between 07.45 am and 6.30pm Monday to Friday, and up to 8pm Tuesday and Thursday the hours will be given to you with 4 weeks' notice of the commencing week. Hours per week will be 28 hours.

The successful candidates will have excellent interpersonal skills, enjoy working with the general public in a fast-paced environment, work flexibly, have the ability to multitask, be organised and work as part of a well established and close team.

The use of Information Technology features heavily in the way that we work so the successful candidate will need to be proficient with the use of IT and computers in the workplace.

Prior experience of working with SystmOne clinical system would be an advantage, but not essential as full training will be given, so a willingness and ability to learn quickly will be key to your success in this role.

We offer a competitive salary, good terms and conditions and appropriate training opportunities.

Our last CQC rating was good. Salary is negotiable depending on experience.

If we receive a high number of applications for this position, the advertisement may close early. You are advised to submit your application as early as possible to avoid missing your chance to apply.

JOB TITLE: Medical Receptionist

REPORTS TO: Office Supervisor

Job summary:

• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• undertake a variety of administrative duties to assist in the smooth running of the Practice
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated health agencies
• Due to the nature of the business it is necessary that the successful candidate is flexible with regards to shifts and providing cover at either Surgery should the need arise

Job responsibilities:

Administration/Reception

To have a thorough knowledge of all practice procedures

• Receiving and updating appointment system when patients arrive
• Process appointment requests for on the day and future appointments from patients by telephone and in person
• Accurate recording of visit requests
• Getting out medical records for consultations if requested to do so
• Keeping medical records in good order
• Computer work – entering and retrieving data as necessary
• Scanning and electronic filing of letters into medical records
• Process patients change of address (have knowledge of Practice area)
• Process repeat prescription requests
• Ensuring they are printed correctly
• Getting them signed at the end of morning surgery
• Bringing any clinical queries that have arisen during surgery to the attention to the doctor
• Dealing with Practice mail
• Be able to cover reception absence - this may be at short notice
• Ensuring reception area is kept tidy – including patient waiting room
• Book interpreters
• Fax and photocopy as requested
• To have a thorough knowledge of all Practice procedures
• To work in accordance to written protocols
• Maintain adequate stock of referral forms etc. in consulting rooms
• Ensure noticeboards are tidy and up to date

Appointments

• Process appointment requests for today/future appointments from patients by telephone and in person.
• Deal with visits/requests

Computer Registrations of new patients – computer data entry and medical records

• Process patients’ changes of address – computer data and medical records (have knowledge of practice area)
• Process repeat prescription requests in accordance with practice guidelines

Telephone

• Have working knowledge of telephone system
• Cover for telephonist when necessary
• Answer telephones promptly and politely
• Take results, following Practice procedures, recording information accurately
• Take messages, where appropriate, recording the information accurately and passing to the appropriate member of the Practice team
• Make telephone contact with outside agencies on behalf of clinicians/management

Other Tasks

• Clear rooms after surgeries
• Ensure building security – have thorough knowledge of doors/windows/alarm
• Any other tasks allocated by managers
• Set-up clinical rooms ready for the start of surgery

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Work effectively with individuals in other agencies to meet patients’ needs
• Effectively manage own time, workload and resources

Communication:

• The post-holder should recognize the importance of effective communication within the team and will strive to:
• Communicate effectively with other team member
• Communicate effectively with patients and carer
• Recognise people’s needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Job Types: Part-time, Permanent

Pay: From £12.21 per hour

Expected hours: 27.5 per week

Benefits:

• Company pension
• Free flu jabs
• On-site parking

Schedule:

• Day shift
• Monday to Friday
• Overtime

Application question(s):

• Are you able to work flexible hours? The hours will be given to the employee 4 weeks in advance, ranging from 7.45 and 6.30pm Tuesdays and Thursday 8pm.

Experience:

• Receptionist: 1 year (preferred)

Work Location: In person

Application deadline: 30/06/2025
Reference ID: JCL/ELB