Medical Receptionist/Administrator

JOB TITLE: MEDICAL RECEPTIONIST/ ADMINISTRATOR

Job Summary:

Based in a small and friendly practice in a semi-rural area we are expanding our receptionist team to meet the needs of our growing community.

• Responsible for contributing to the smooth running of the reception and office areas.
• To project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
• Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team
• Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
• This is a demanding and fast paced environment which suits someone who enjoys daily challenges and dealing with the public.
• The successful candidate must have a flexible approach to work and be able to cover colleagues illness and holidays at short notice.

Reception duties

• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Provide backup telephone and admin support for reception desk
• Processing and distributing incoming and outgoing mail
• Open up/lock-up practice premises and maintain security
• Preparing consulting room workstations and clearing and re-stocking admin items
• Take messages for practice team and pass on information
• Dealing with visit requests and inform doctor
• Initiate contact with and respond to requests from patients, other team member and associated healthcare agencies and providers
• Filing and retrieving paperwork and extracting notes as requested.
• Process prescriptions, check post box for repeat prescription requests, and sort prescriptions for a doctor to sign
• Printing surgery appointment lists as backup for next day
• Charging patients the appropriate amount for private work, providing a receipt to the patient, recording the charge in the Private Fees book and locking the fee in the Private Fees tin
• Logging and dealing with clinical waste
• Introducing new external health professionals to practice clinicians
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Office Administration duties

• Scanning patient documents into electronic patient record
• Dealing with practice notes and email in a timely and efficient manner
• Computer data entry, allocation of codes, collation of data, processing and recording information e.g. results, highlighted letters, hospital discharge letters, patient correspondence etc.
• Arrange patient transport/ambulance where necessary
• Expedite appointments/tests as required
• Process outgoing and incoming daily lab tests
• Providing clerical assistance to practice and attached staff as required including word/data processing, filing and photocopying
• Photocopy insurance reports/medicals
• Maintenance of new and existing patients' notes including starting a new wallet when required and dividing the contents in a logical manner
• Registration of new patients and temporary residents
• Liaison with other GP practices and residential homes re acceptance of patients, as per the practice quota for residential home patients
• Provision of refreshments for staff and visitors as required and keeping the kitchen area clean and tidy
• Organise cover for holidays, sickness and compassionate leave, with other team members
• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• Logging, typing and tracking patient referrals and expedite urgent referrals
• To arrange meetings as required and to attend meetings and take minutes.
• File non-patient specific documents appropriately in practice directory

Patient Quality

• Ensure that the relevant team members are informed about patients who have died
• Alert the out of hours service and duty doctor to patients dying at home
• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.

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.
• 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, to include:

Health & Safety:

• 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
• Reporting without delay any potential risks identified.
• to co-operate in endeavours to improve safety
• to report immediately any accident or injury – both for medical attention and for recording for significant event analysis.
• Examples of the main hazards to be aware of are medical instruments, disposal of waste materials, contact with infectious diseases, substances hazardous to health, electrical equipment, obstructions within and surrounding the surgery.

• Equality & 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 which is welcoming to the individual, is non-judgemental 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, such training to include:

• Participation in an annual individual appraisal, 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
• Reduce, re-use and recycle paper and other office consumables as appropriate

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• 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
• Update working procedures with appropriate amendments

Job Types: Part-time, Permanent

Pay: £12.21 per hour

Benefits:

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

Schedule:

• Monday to Friday

Experience:

• Customer service: 2 years (preferred)
• receptionist: 2 years (preferred)

Work Location: In person

Application deadline: 29/06/2025
Expected start date: 14/07/2025