Medical Reception and Administrator

NHS Jobs; Nottingham; On-site; GBP 21,000 - 23,000; Full time

Job summary

NHS Jobs is seeking a Medical receptionist/administrator to support a busy primary care team in Nottingham. You will manage the appointment system, handle patient queries, and assist clinicians with general administrative tasks, ensuring smooth patient flow.

The role requires meticulous data entry, GDPR-compliant handling of records, and a calm, professional manner when dealing with callers and staff. Attention to infection control and reliable teamwork are essential.

Responsibilities

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Action all incoming emails
• Signposting patients to the correct services
• Processing incoming and outgoing mail / email
• 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 referrals to external agencies such as secondary care using the electronic referral system (ERS)
• Process all DNA letters in accordance with current policy
• Action tasks in the clinical system in line with policy
• Read code data on SystmOne (practice clinical System)
• File and store medical records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patients healthcare records in line with GDPR
• Scanning of patient related documentation and attaching scanned documents to patients 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 to role
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Chaperone as required
• Adhere to infection control measures, procedures and protocols in line with legislation

Job description

The following are the core responsibilities of the Medical receptionist /administrator role.

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 appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Action all incoming emails
• Signposting patients to the correct services
• Processing incoming and outgoing mail / email
• 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 referrals to external agencies such as secondary care using the electronic referral system (ERS)
• Process all DNA letters in accordance with current policy
• Action tasks in the clinical system in line with policy
• Read code data on SystmOne (practice clinical System)
• File and store medical records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patients healthcare records in line with GDPR
• Scanning of patient related documentation and attaching scanned documents to patients 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 to role
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Chaperone as required
• Adhere to infection control measures, procedures and protocols in line with legislation