GP Receptionist/Administrator

Allscreens Nationwide Ltd; Virginia Water; On-site; GBP 18,000 - 24,000; Full time

Job summary

Allscreens Nationwide Ltd. is seeking an proficient front-desk Receptionist to support a medical practice. You will greet patients, manage appointments, handle calls and messages, and maintain security and cleanliness in the reception area.

Responsibilities include processing prescriptions, updating EMIS records, and assisting clinical staff with general tasks. You will also create efficient administrative procedures and participate in training as needed.

Responsibilities

• Receive and direct patients and visitors promptly and courteously, ensuring accurate information is supplied.
• Oversee patient appointment scheduling, check-in/out procedures, and phone call management.
• Cancel and reschedule clinics as needed due to clinician unavailability.
• Ensure efficiency of the appointment system with the Reception team, including clerical elements.
• Process incoming and outgoing telephone calls promptly and pass messages to the appropriate person.
• Respond to queries and requests from patients and visitors within agreed timescales.
• Open up/lock up practice premises and maintain security per protocols.
• Process repeat prescriptions per guidelines, EMIS tasks, emails and online patient forms.
• Report slow IT/EMIS systems, obtain reference numbers, and update EMIS home screen when needed.
• Prepare stock and ensure safe storage of items; keep reception area tidy and hazards free.
• Load and empty the dishwasher, maintain a clean kitchen area.
• Maintain a clean, tidy working/reception area, stock leaflets and uphold tidiness.
• Signpost patients to the correct service and support clinical staff with general tasks.
• Advise patients of charges for private services, accept payment, and issue receipts.
• Input data into patient healthcare records as needed.
• Resolve minor complaints at Reception and inform line manager if unresolved.
• Attend practice staff meetings and provide cover for absent colleagues as required.
• Identify training needs with management and participate in relevant courses.
• Respect the practice philosophy and treat patients with respect and tolerance.
• Carry out any other administration duties as required and develop streamlined procedures.

Job description

Job Responsibilities:

The duties and responsibilities to be undertaken are included in the following list.

Duties may be varied from time to time under the direction of the management team, dependent on the current and evolving practice workload and staffing levels:

• To receive and direct patients and visitors of the practice, other users and their clients, promptly and courteously, ensuring that accurate information is supplied.
• Oversee patient appointment scheduling, check-in/out procedures, and phone call management.
• Cancel clinic and reschedule patients as when needed due to unavailability of clinicians.
• To ensure the efficiency, together with other members of the Reception team, for the appointment system, including clerical elements.
• To process incoming and outgoing telephone calls promptly, ensuring that callers are always answered courteously and clearly and that messages are always passed on to the appropriate person.
• To ensure that all queries and requests for assistance from patients and visitors are responded to promptly and within agreed timescales.
• Opening up/locking up of the practice premises and maintaining security in accordance with practice protocols.
• Processing repeat prescriptions in accordance with practice guidelines, EMIS tasks and emails and online patient forms.
• Contact IT and EMIS is system are running slow and report the issue in timely manner, receive a reference number and add this information on EMIS home screen in absence of Reception Manager.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers Ensuring incoming stock (boxes) are stored away in a safe manner and are not hazardous to building users.
• Loading and emptying the dishwasher and keeping the kitchen area clean and tidy.
• Maintain a clean, tidy, effective working area and Reception area, stocking leaflets and maintaining tidiness at all times and free from hazards in accordance with the practice policy.
• Signpost patients to the correct service.
• Support all clinical staff with general tasks as requested.
• To be responsible for advising patients of relevant charges for private services, accepting payment and issuing receipts.
• Input data into the patients healthcare records as necessary.
• To try and resolve minor complaints at Reception.
• Make the line manager aware via email of any complaint that was unable to be resolved verbally.
• To ensure that all queries and requests for assistance from patients and visitors are responded to within agreed timescales.
• To attend relevant practice staff meetings.
• To provide cover for absent colleagues and to work flexibly according to the needs of the practice.
• To identify, together with the management team, any personal training needs and to be prepared to undertake any relevant courses.
• To be aware of the practice philosophy and treat patients and visitors with respect and tolerance.
• Carry out any other administration duties appropriate, as required by the Management team or clinical staff.
• Develop and implement streamlined administrative procedures to enhance efficiency and productivity.
• Assist in training sessions on reception protocols, administrative procedures, and regulatory compliance as when needed by the team led by the reception team leader