Medical Receptionist

Cardiff and Vale University Health Board; Haddiscoe; On-site; GBP 12,000 - 18,000; Part time

Benefits offered by this job

NHS pension scheme

Part-time flexibility

Training opportunities

Job summary

Old Mill and Millgates Medical Practice is seeking a part-time Receptionist/Administrator to support GP services and patients. You will greet patients, manage appointments, and handle a range of administrative duties to keep the practice running smoothly.

The role requires good communication, computer literacy, and experience in a GP setting. The post offers flexible hours up to 28 per week and access to the NHS pension scheme.

Qualifications

• Previous GP surgery experience is essential.
• Excellent communication and customer service skills required.
• Computer literacy and ability to use practice management systems are essential.

Responsibilities

• Greet patients and visitors in person and by phone with a courteous, welcoming manner.
• Book appointments and manage clinic scheduling.
• Process forms, patient details, and reminders; assist with recalls and vaccinations.
• Support clinical staff with clerical duties and maintain accurate patient records.
• Open/secure premises and maintain a tidy reception and information area.

Skills

Receptionist

Administrative tasks

Customer service

Data entry

Tools

Microsoft Office

Job description

An exciting opportunity has arisen for an experienced Receptionist/Administrator to work part time alongside our current experienced team to provide support to our GP's, healthcare team and patients., The successful candidate will provide a professional, friendly, and efficient reception and administrative service, acting as the first point of contact for patients, visitors, and healthcare professionals both in person, by telephone, and through digital services. Key responsibilities include greeting patients, booking appointments, handling enquiries, processing test result requests, arranging home visits, and directing patients to the appropriate healthcare service. The role involves a wide range of administrative duties to support the smooth running of the Practice, including registering new and temporary patients, maintaining accurate patient records and demographics, processing forms and insurance requests, managing incoming and outgoing correspondence, taking messages, scanning, filing, photocopying, and providing clerical support to clinical and non-clinical staff. The post holder will ensure effective communication between patients, the Practice team, community services, secondary care providers, and other healthcare organisations. They will also support clinical initiatives such as vaccination programmes and patient recall campaigns. Additional responsibilities include opening and securing Practice premises in line with procedures, maintaining reception and public information areas to a high standard, responding appropriately to complaints and concerns, supporting patient surveys, and ensuring all paper and electronic records are managed accurately and confidentially., Previous experience in a GP surgery is essential., The post holder will ensure effective communication between patients, the Practice team, community services, secondary care providers, and other healthcare organisations.

• Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person, via the telephone or utilising our digital website.
• Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team.
• Facilitate effective communication between patients, members the community health care team, secondary care and other associated healthcare agencies.
• Opening up/locking-up of Practice premises and maintaining security in accordance with practice protocols.
• Respond efficiently and courteously to all queries and requests for assistance from patients.
• Greeting and directing patients at reception, checking them in and arranging appointments for medicals, health care professionals using surgery premises and all other routine/urgent appointments.
• Accepting requests for the completion of forms, process private health insurance claim forms, etc. (Check if there is a fee payable and inform the patient of the charge).
• Registering new patients, temporary residents, emergency patients and those requiring immediate necessary treatment as per procedures while maintaining up to date patient demographics, including births and deaths.
• Dealing with requests for home visits and booking all visits on to the appointment system.
• Dealing with patient general queries, test results, and patient notes.
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
• Contact patients and process information as necessary to support various clinical initiatives including vaccinations or other initiatives.
• Processing and distributing incoming (and outgoing) mail.
• Taking messages and passing on information to relevant team members.
• Filing / retrieving paper notes ensuring that all paper records are kept neat and tidy and in good state of repair, with all the necessary information recorded correctly on the outer cover.
• Process and tag all paper records as per protocols while ensuring that work is consistent while meeting appropriate quality outcomes.
• Responding to initial problems / complaints and delegating them as necessary where required. Support patient surveys.
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
• Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying, and scanning.
• Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter while ensuring all information leaflets and documents are available at all times for patients.

Acknowledge the ever-changing environment within the health service and keep abreast of changes that happen within the practice. Liaise with practice team and participate in team/staff meetings when requested

This is a very busy and demanding role that includes a variety of administration duties and responsibilities within the GP practice. Good communication skills and teamwork are key. The ideal candidate should be computer literate, have the ability to deal directly with the public, work under pressure, use initiative, an excellent telephone manner and a pleasant positive outlook. Previous experience in a GP surgery is essential.

Previous experience in a GP surgery is essential. Good standard of general education GCSE Mathematics Grade A-C GCSE English Grade A- C Desirable NVQ in Customer Service Experience, Desirable Experience of working with the public face to face

Old Mill and Millgates Medical Practice, Poringland, Norfolk is a semi-rural dispensing practice whose patients (some 9,000) are cared for by nine, dedicated GPs in conjunction with a supportive, multidisciplinary team including two Paramedics, a Nurse Practitioner, experienced Practice Nurses and Health Care Assistants as well as excellent Secretarial and Ancillary Staff.

Our aim is to provide the highest standards of clinical care within the resources at our disposal and have an excellent reputation in the local community. Our main branch surgery in Poringland is a modern, state of the art building, large enough to accommodate our attached staff including Midwives, Mental Health Workers, Social Prescribers, First Contact Practitioners, and a Clinical Pharmacist. We have first-rate training facilities and are a teaching practice currently teaching three years of medical students from the University of East Anglia.

The position is part time for up to 28 hours per week , however, the candidate should also be flexible and available to cover extra hours as required. Hourly rate dependent on experience, other benefits include access to the NHS pension scheme.