Medical Reception/Admin Clerk

White Cliffs Medical Centre; Dover; On-site; GBP 19,000 - 23,000; Full time

Job summary

White Cliffs Medical Centre in Dover is seeking a reception/administration assistant to support a busy primary care team. You will manage appointments, greet patients, handle queries, and assist the multidisciplinary team with admin tasks.

The role requires excellent communication, strong IT skills, and experience with EMIS Web. Flexible, customer-focused individuals who can work in a small team are preferred.

Qualifications

• GCSE level or equivalent.
• Desirable: Maths & English GCSE (C or above).
• Desirable: AMSPAR Receptionists Qualification.
• Desirable: NVQ Level 2 Health & Social Care.
• Experience working with the general public.
• Experience in administrative/reception duties and health care setting (desirable).
• Excellent communication and IT skills with a polite telephone manner.

Responsibilities

• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for all patient services.
• Answer calls, transfer calls or assist callers as needed.
• Process emails and mail; signpost patients to services.
• Input data into patient records and manage referrals via ERS.
• Support clinical staff with general tasks and scanning/filing documents.
• Handle information requests (SAR, DVLA forms) via admin team.
• Maintain a clean, tidy reception area and assist with repeat prescriptions.

Skills

Excellent communication

Strong IT skills

Clear telephone manner

Office & Outlook

Time management

Teamwork

Autonomy

Problem solving

Policy & procedure

EMIS user skills

Education

GCSE level

Maths & English GCSE

AMSPAR Receptionists Qualification

NVQ Level 2 Health & Social Care

Tools

EMIS Web

Job description

Job summary

An exciting opportunity has arisen to join a busy medical practice in Dover. We are a small, tight-knit and supportive team that works closely with our Primary Cate Network to deliver high standards of care to our patient population of around 9,500.

Main duties of the job

You will be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required. You will act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

About us

We are a small but effective and supportive team consisting of :

• 2 GP partners, 3 Nurse Prescribers, 2 Practice Nurses and 3 Health Care Assistants.
• We also have various admin and reception team members.
• Our population is around 9900 and is spread over our main surgery in Dover and our branch surgery at Shepherdswell.
• We use Emis Web as our clinical system.

Job responsibilities

The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• a. Maintaining and monitoring the practice appointment system
• b. Process personal, telephone and e-requests for all patient services, including appointments
• c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• d. Action all incoming emails via the various Practice mailboxes
• e. Signpost patients to the correct service
• f. Process incoming and outgoing mail
• g. Initiating contact with and responding to, requests from patients, team members and external agencies
• h. Process referrals to external agencies such as secondary care using the electronic referral system (ERS)
• i. Process call and recall letters as requested
• j. Process all DNA letters in accordance with current policy
• k. Action GP2GP tasks
• l. Read code data on EMIS
• m. Photocopy documentation as required
• n. File and store records as required
• o. Data entry of new and temporary registrations and relevant patient information as required
• p. Input data into the patient’s healthcare records as necessary
• q. Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• r. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
• s. Manage all queries (including administrative queries) as necessary in an efficient manner
• t. Carry out system searches as requested
• u. Maintain a clean, tidy, effective working area at all times
• v. Monitor and maintain the reception area and notice boards
• w. Support all clinical staff with general tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the medical administrator may be requested to:

• a. Partake in audit as directed by the audit lead
• b. Produce meeting agendas and record the minutes of meetings
• c. Support administrative and reception staff, providing cover during staff absences
• d. Complete opening and closing procedures in accordance with the duty rota
• e. As required support reception team in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
• f. Ordering and monitoring of stationery supplies

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics & English (C or above)
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of administrative / receptionist duties
• Experience of working in a health care setting

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skillsProblem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• EMIS user skills

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.