Medical Reception & Admin Clerk

White Cliffs Medical Centre; Dover; On-site; GBP 20,000 - 25,000; Full time

Job summary

A busy medical practice in Dover seeks a receptionist/administrator to support a small medical team in delivering high standards of patient care. Responsibilities include greeting patients, managing appointments, handling enquiries, and supporting the clinical team with administrative tasks. Candidates must meet GCSE requirements and be experienced in a healthcare environment. This role offers a chance to work in a supportive team aiming to provide excellent healthcare services to the local community.

Qualifications

• Experience of working with the general public.
• Experience of administrative/receptionist duties.
• Experience of working in a health care setting.

Responsibilities

• Undertake reception and administrative duties.
• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for patient services.
• Manage incoming phone calls and emails.
• Signpost patients to the correct service.

Skills

Excellent communication skills (written and oral)

Clear, polite telephone manner

Competent in the use of Office and Outlook

Effective time management

Ability to work as a team member

Education

Educated to GCSE level or equivalent

GCSE Mathematics & English (C or above)

AMSPAR Receptionists Qualification

NVQ Level 2 in Health and Social Care

Job description

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 Care 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 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 Healthcare Assistants.

We also have various admin and reception team members.

Our population is around 9,500 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:

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for all patient services, including appointments
• Answer incoming phone calls, transferring calls or dealing with the caller\'s request appropriately
• Action all incoming emails via the various Practicemailboxes
• Signpost patients to the correct service
• Process incoming and outgoing mail
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Process referrals to external agencies such as secondary care using the electronic referral system (ERS)
• Process call and recall letters as requested
• Process all DNA letters in accordance with current policy
• Read code data on EMIS
• Photocopy documentation as required
• File and store records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patient’s healthcare records as necessary
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
• Manage all queries (including administrative queries) as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and noticeboards
• Support all clinical staff with general tasks as requested

Secondary Responsibilities

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

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

Person Specification

Qualifications

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

Experience

• Experience of working with the general public
• Experience of administrative / receptionist duties
• Experience of working in a health care setting

Skills

• Excellent communication skills (written and oral)
• 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 skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Personal Qualities

• 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

• Flexibility to work outside of core office hours

Disclosure and Barring Service 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.