Medical Receptionist

Melbourne & Chellaston Medical Practice; Derby, East Midlands; On-site; GBP 20,000 - 24,000; Full time

Job summary

Melbourne & Chellaston Medical Practice seeks an experienced Medical Receptionist/Administrator to join our team across both centres. You will support patients and clinicians and ensure the smooth day-to-day running of the practice with calm professionalism.

Strong communication and organisational skills, plus the ability to multitask in a busy GP setting, are essential. Flexibility to cover morning and afternoon shifts is required, and previous GP practice experience is desirable.

Qualifications

• Excellent communication and organisational skills.
• Confident multitasking in a busy environment.
• Previous GP practice experience is desirable.

Responsibilities

• Maintain the electronic appointment system and arrange clinician appointments.
• Welcome patients, answer calls, relay messages and process repeat prescriptions.
• Maintain accurate paper and electronic records, scan and file correspondence, update read codes.

Skills

Communication

Organization

Multitasking

GP practice

Job description

About the role

We are looking for an experienced, friendly and organised Medical Receptionist/Administrator to join our team, working across both of our medical centres. This is a rewarding opportunity to play a vital role in supporting our patients and clinical team, ensuring the smooth day-to-day running of our practice. The ideal candidate will have excellent communication and organisational skills, be confident multitasking in a busy environment, and remain calm and professional under pressure. Previous GP practice experience is desirable. Flexibility to cover both morning (8:00am2:00pm) and afternoon (12:30pm6:30pm) shifts is essential. If you are a compassionate team player who takes pride in delivering excellent patient care, we would love to hear from you!

Key Responsibilities

Appointments

Maintain the electronic appointment system, arrange appointments with appropriate clinicians, manage urgent requests, record home visit requests and process urgent calls to the on-call doctor in line with practice protocols.

Patient Care

Welcome patients and visitors professionally, answer telephone calls, respond to enquiries, relay messages accurately, keep patients informed of delays, explain practice procedures, process repeat prescription requests, arrange sample collection and obtain test results when required. Maintain tidy reception and waiting areas.

Administration

Maintain accurate paper and electronic patient records, scan and file correspondence, enter clinical data using appropriate read codes, prepare clinical rooms, replenish supplies, maintain patient information materials, record income, issue receipts and update relevant records and status boards.

Teamwork and Practice Operations

Work flexibly to provide reception cover, attend training and support communication across the primary healthcare team. Open and prepare the surgery each morning, deactivate the alarm and secure the premises and activate the alarm at the end of the day.

Confidentiality

Comply with data protection legislation and Caldicott principles when handling confidential patient information.

Other Duties

Undertake additional reasonable duties to meet the changing needs of the practice, including providing cover for administrative colleagues when required.

Medical Receptionist Job Description

Responsible to: Assistant Practice Manager

Accountable to: Practice Manager

JOB PURPOSE: To provide & maintain a high standard of reception & administrative support to the practice. To treat every patient as an individual and to be courteous, helpful and accurate in communication and promote the corporate image of the practice.

Key result areas & main responsibilities

1. Maintain the electronic appointments system: Ensure the efficiency of the appointment system, according to practice guidelines. Manage the appointment system so that patients are able to see the appropriate clinician in appropriate time and manner. Ensure that patients without appointments, but who need to be seen urgently are seen in accordance with current protocol. Record home visits requests for GPs / district nurses. Process urgent house calls to the on-call Doctor, in line with practice protocol.
2. Client care: Meet & greet patients & visitors to the practice with courtesy and a smile; maintaining a professional corporate image at all times. Communicate with patients & the primary care team in a pleasant and helpful manner. Respond to all queries and requests for assistance from patients and visitors. Answer telephone calls within 5 seconds where possible and respond to queries promptly. Take messages and ensure that Information is passed on accurately and with the appropriate urgency. Monitor the flow of patients into consulting and treatment rooms; keeping patients informed, with apologies if necessary, of any possible delays in the appointments system. Explain Practice arrangements to new patients and temporary residents. Receive requests for repeat prescriptions and pass on for processing. Ensure samples received from patients are collected & handed to the courier each day. Ensure reception and waiting areas are kept clean and tidy. When required, Contact external Health Care providers for test results for Doctors and patients.
3. Administration: Retrieve and re-file records as required (including electronic patient records); making sure that all records are available for urgent consultations and visits. Maintain patient paper & computer records; including sorting, filing, scanning & copying. Collect and enter data on to the clinical system, using appropriate read codes. Ensure that all correspondence, reports and results are sorted in chronological order on day of receipt for scanning. Check all clinical rooms at the start/end of each surgery ensuring that they are kept clean and tidy, including bed rolls and computers are turned off/on. Check and stock up clinical rooms with appropriate forms/ stationery needed. Maintain stocks of stationery & patient information on reception i.e. maternity packs, practice information leaflet, newsletter, appointments slips, new patient packs, etc. Recording all income & issuing receipts to patients. Update status board with births, deaths and admissions and record on EPR.
4. Team work: Work flexibly with colleagues to cover the opening hours of the surgery. Attend training sessions where relevant to work. Facilitate the communication between other members of the Primary Health Care Team. Open up the surgery in the morning including de-activating the alarm and preparing for the days work. Activate the surgery alarm and ensure the security of the building on leaving.
5. Ensure compliance with Data Protection & Caldicott requirements.
6. Any other duties as deemed necessary bearing in mind the ever-changing needs within the Practice. Including relief cover for other administration staff as required

Confidentiality & Data Protection

Patients entrust us with, or allow us to gather sensitive information to their health & other matters. They do so in confidence & have the right to expect that staff will respect their privacy & act accordingly. In performance of the duties in this job description, the post holder will have access to confidential information relating to patients and their carers, practice staff & other healthcare workers and also access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies & procedures relating to confidentiality & the protection of personal & sensitive data. You are required to exercise due consideration in the way you use such information & should not act in any way, which might be prejudicial to the Practices interests. The practice is registered under the Data Protection Act. You must not at any time use the personal data held by the practice for a purpose not described in the register entry or disclose such information to a third party.

Equality & Diversity

The post holder will support the equality, diversity & rights of patients, carers & colleagues to include: Acting in a way which recognises the importance of peoples rights, interpreting them in a way which is consistent with practice procedures & policies & in line with current legislation. Respecting privacy, dignity, needs & beliefs of patients, carers & colleagues. Behaving in a manner which is welcoming to, and of the individual is non-judgmental & respects their circumstances, feelings & priorities.