Experienced Medical Receptionist

K & W Healthcare; Greater London; On-site; GBP 23,000 - 32,000; Full time

Job summary

K & W Healthcare is seeking an admin assistant for on-site operations at our Greater London clinics. You'll support the team and patients by greeting visitors and directing them to the right service, either in person or by phone.

Responsibilities include maintaining appointment systems, updating patient records, handling messages, and assisting clinical staff while upholding confidentiality and data protection standards.

Qualifications

• Experience in Primary Care/General Practice (Desirable).
• Experience with EMIS (Desirable).

Responsibilities

• Opening up/locking up site premises and maintaining security per site protocols.
• Maintaining and monitoring the appointments system.
• Calling patients and booking appointments.
• Processing telephone requests for appointments and directing callers to the appropriate healthcare professional.
• Updating patient records in line with project guidelines.
• Taking messages and passing on information.
• Initiating contact with patients and external contacts as required.
• Clearing and restocking consulting rooms on Hub sites.
• Dealing with clinical waste.
• Participating in team meetings and process improvement initiatives.
• Monitoring appointment system performance and reporting issues to the lead/Project Manager.
• Working closely with staff to ensure smooth operations.
• Participating in pilot initiatives as requested.
• Providing exceptional service to patients and external contacts, addressing needs promptly.
• Maintaining a calm and helpful demeanor in high pressure situations.
• Carrying out other administrative ad-hoc duties.

Skills

Primary Care Experience

EMIS Experience

Tools

EMIS

Job description

Experience in Primary Care/General Practice (Desirable).

Experience with EMIS (Desirable)

Work Location: On-site

Job Overview

• Offer general assistance to the team and company projects with 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 Clinics including the provision of support to clinical staff.
  
• Facilitate effective communication between patients, Practice, Secondary
  Care, and other associated healthcare agencies.

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the Project Manager, dependent on current and evolving workload and staffing levels:

• Opening up/locking up of Site premises (where applicable) and maintaining
  security in accordance with Site Protocols.
• Maintaining and monitoring the appointments system.
• Calling patients and booking appointments.
• Processing telephone requests for appointments, ensuring callers are
  directed to the appropriate healthcare professional.
• Updating patient records, recording information in accordance project
  guidelines.
• Taking messages and passing on information.
• Initiating contact with and responding to requests from patients, other
  team members and associated healthcare agencies and providers.
• Clearing and re-stock consulting rooms as required on Hub sites.
• Dealing with clinical waste.
• Keeping the work area, noticeboards free from obstructions and clutter.
• Participate in team meetings and contribute to process improvement
  initiatives.
  
• Monitor the effectiveness of the appointment system and report any
  problems or variations to the lead/Project Manager.
• Work closely with other staff members to ensure smooth operations.
• Participate in various pilot initiatives as requested.
• Provide exceptional service to patients and external contacts, addressing
  their needs and concerns promptly.
• Maintain a calm and helpful demeanour, especially in high pressure
  situation.
• Any other administrative ad-hoc duties that may be allocated.

Management of Medical Records

• Registering patients on Emis community.
• Schedule reschedule and cancel patient appointments ensuring efficient
  use of time and resources.
• Answer and direct incoming telephone calls from patients, GP practices,
  and outside agencies in a professional and courteous manner.
• Respond to enquiries, take messages, and ensure timely communication
  of information to the appropriate personnel.
• Maintain accurate and up-to-date patient records, including personal
  details, appointment history and medical information as required.
• Create and send Discharge Summaries and other investigation
  forms/referral electronically to GP Practices.
• Contribute in conducting audits.

Confidentiality

• Safeguard patient information, whether in verbal discussions, electronic
  records, or any other form of communication. All information relating to
  patients & their carer is to be regarded as strictly confidential.
  
• Comply with data protection regulations at all times.
• Information relating to colleagues, other healthcare workers or the
  business of the organisation may only be divulged to an authorised
  person’s in accordance with the organizational policies and procedures
  relating to confidentiality and the protection of personal and sensitive data.