Medical Receptionist

NHS; Warrington; On-site; GBP 10,000 - 40,000; Part time

Job summary

A healthcare provider in Warrington is seeking a medical receptionist/administrator for 25 hours per week. The role involves managing appointments, responding to patient inquiries, and supporting medical staff. Candidates should have strong communication and organization skills, and previous experience in healthcare is desirable. The position offers a pay range of £12.31 to £12.50 an hour, increasing to £12.50 post-probation.

Qualifications

• Experience working with the public is desirable.
• Experience as a receptionist/administrator is necessary.
• Experience in a GP practice is advantageous.

Responsibilities

• Open and prepare the clinic in the morning.
• Book, amend, and cancel patient appointments.
• Respond to patient inquiries and direct them accordingly.
• Ensure correspondence is coded and filed in patient records.
• Support medical secretaries with referrals and administration.

Skills

Excellent communication skills

Organization skills

Ability to work under pressure

Ability to prioritize workload

Ability to work as part of a team

Education

GCSE Grade A-C

Job description

We are looking to recruit a medical receptionist/administrator for 25 hours per week to join our friendly and supportive team.

Rota

Monday 8:00 - 18:00

Tuesday Day Off

Thursday 8:30 - 13:00

Friday 13:00 - 18:30

Previous experience working as a GP medical receptionist is desirable but not essential.

The role of the medical receptionist/administrator is very demanding therefore the ideal candidate will need to possess excellent communication and organisation skills. Being able to work as part of a team and own initiative is essential.

Experience working within a fast paced office environment would be advantageous.

Main duties of the job

The main duties of the post are:-

• Opening and preparing premises in the morning.
• Book in, amend and cancel patient appointments.
• Respond or redirect patient requests.
• Create new patients on the clinical system.
• Produce repeat prescriptions according to practice procedures.
• Workflow - ensuring letter are scanned into patient records within 24 - 48 hours.
• Ensure correspondence, reports, results are coded and filed in the patient record.
• Signposting patients to appropriate services.
• Filtering out the e-consults to direct to the appropriate person.
• Supporting the medical secretaries with referrals and administration.

The skills we are looking for are:

• Excellent communication and organisation skills
• Accuracy
• Ability to work under pressure.
• Ability to prioritise workload.
• Ability to work as part of a team and own initiative.

About us

Current practice team:-

• 5 Partners
• Management Team
• Registrars
• Nursing Team
• Reception/Administration Team
• With additional ARRS staff including Clinical Pharmacist, Pharmacy Technician, FCP, Care Co-ordinator, GP Assistant, Nurse Associate, Social Prescriber, Health & Wellbeing coach. As a long established training practice we are keen for all Partners and staff to continue with lifelong training and to develop their roles. We currently have special interests in minor surgery, joint injections, contraceptive procedures, training and commissioning.
• We have good relationships with other practices and play an active role in our PCN with one of our partners being the clinical director.

Job responsibilities

Folly LaneMedical Centre

Medical Receptionist Job Description

ThePurpose OfThe Post:

To provide a highquality, professional reception and administrative service to patients,doctors, staff, colleagues, health service professionals and others.

The person will beexpected to act as first point of contact for patients contacting the Practice,and to portray the Practice in the highest possible professional basis. Toensure that enquiries from patients are efficiently and courteously handled tothe mutual satisfaction of the partners and patients.

Workingin a busy Practice puts staff in a special position of trust and responsibilityas the first person with whom the patients have contact at the Surgery. It is the Receptionists attitude to them andthe impression they make which is of prime importance to the Practice as awhole. It is imperative to convey a courteous and caring impression at alltimes to the Practices patients.

Main Duties AndResponsibilities

• Opening and preparing the premises punctually in the morning.
• Greet patients and visitors to thepractice.
• Book in, amend and cancel patientappointments in line with practice appointments procedures ensuing optimumefficiency of the appointment system.
• Ensure that patients without appointmentsbut who need 'urgent consultations are booked into appropriate slots andreferred to a GP where necessary.
• Receive and accurately record requests forhome visits, and print off home visit summary sheets.
• Ensure computerised appointment system isup-to-date.
• Respond and/or redirect all patient andvisitor requests accordingly.
• Explain practice arrangements and formalrequirements to new patients and temporary residents, ensure proceduresare completed.
• Creation of new patients records on the clinicalcomputer system.
• Advising patients of relevant charges forprivate services, accept payment and issue receipts for same.
• Taking and recording messages.
• Produce repeat prescriptions according topractice procedures and ensure timely distribution of completedprescriptions.
• Workflow (scanning) ensuring letters arescanned onto patients records within 24 to 48 hours (maximum) of receipt,and coded appropriately.
• Ensure correspondence, reports, resultsetc. are coded and filed electronically in correct patient record.
• Care Navigation (Patient Adviser)signposting patients to appropriate services.
• Ensure reception and waiting areas arekept neat and tidy.
• Answering incoming telephone calls,ensuring calls are documented and redirected accordingly.
• Undertake administration tasks asallocated on rota organised by Senior Receptionist.
• Ensure up-to-date maintenance of bothcomputerised and manual filing systems (i.e. patient notes).
• Flexibility to cross cover sickness andholidays.
• Checkemails on a daily basis.
• Opening and distributing mail.
• Circulating messages appropriately using electronicsystems.
• Office evening closedown procedure.
• Work safely at all times in accordance with Legislative requirementsand Practice Policy and Procedures.

Clerical Duties

• Use of electronic postal system for majority of post.
• Purchasing of stamps and posting of mail.
• Updating and maintaining of manual patient records whereappropriate.
• Entering of data onto the Practice computerised medical informationsystem.

Equipment, Machinery & Systems

1. PersonalComputer system including internet activity which is utilised as a means ofcommunication both internally and externally.

2. PracticeClinical System: to manage and record patient appointments, inputting patientregistration data, accessing patient data as necessary and when undertakingaudits..

3. Thepost-holder is responsible for, together with others, maintaining the accuracyof the Practices Clinical System.

Assignment Of Work

1. Thepost-holders work assignment is determined by the requirements of thePractice, GP Partners, the Practice Manager and the patients.

2. ThePractice Manager provides immediate line-management for the post-holder. The post holder will take instruction on aday to day basis from the Senior Receptionist.However, the post-holder is expected to be self-directed andself-motivated using their own initiative and requiring minimum input from the SeniorReceptionist, once the probation period has been completed.

3. ThePost-holders work is formally reviewed at 4 weeks, 3 months and 6 monthsduring the probationary period. If the probationary period is not successfullycompleted a further 3 month extension can be granted. Following a successfulprobationary period the post-holders work will be reviewed by annualappraisal.

4. Thepost-holder must be proactive in forward planning, identifying and implementingimprovements within and beyond their key result areas, anticipating andcommunicating future internal and external requirements.

Decisions & Judgements

1. Thepost-holder is required to use her/his own initiative when dealing withproblems and to make any reasonable and necessary decisions on events as theyoccur, including:

Establishingand maintaining effective lines of communication with the GPs and PracticeManager.

Communicatingclearly and effectively with staff to aid the smooth running of the Practice.

Respondingto requests or queries for support as they arise in an appropriate and timelymanner.

Prioritisingworkload and requests for support.

Makingthe most effective use of resources available.

Usingjudgement and experience in helping to determine the relevant urgency of orrequests for information received from patients and other externalorganisations.

Most Challenging Aspects Of The Job

• Managing the many conflicting priorities that the post requires.
• Ensuring clear protocols for the prioritisation of work.
• Providing and maintaining a professional and effective dialogue withpatients.

Physical, Mental, Emotional And Environmental Demands OfThe Job

• The post-holder is required to have keen hand/eye co-ordination toundertake his/her primary task.
• The post holder is required to be methodical and work to astructure, seeing problems through to their satisfactory conclusion.
• The post-holder is required to work in a well-organised andprofessional manner to meet the demands of the work, maintainingconcentration and accuracy.
• The post-holder is often required to work independently of othersand to be self-determined.
• The post holder is required to communicate effectively and possessan aptitude for dealing with potentially difficult or demandingsituations.

Knowledge, Training And Experience Required To Do TheJob

• The post-holder must be understanding and approachable to patientsand able to respond to patient requests.
• The post-holder is required to have well-developed keyboard skills.
• The post-holder must be able to communicate effectively andcollaboratively across varied staff disciplines.
• The post-holder must clearly understand the importance ofmaintaining patient and data confidentiality.

Communication And Relationships

• Internally with the GPs, Practice Manager and colleagues to helpensure that practice aims and objectives are met.
• Internally and externally with colleagues, healthcare professionalsand others within the Primary and Secondary Care sectors with regard tothe needs of the Practice and the needs of patients registered at thePractice.
• Externally with patients registered at the Practice.

Ensuringpremises are kept clean and tidy between visits from the cleaning staff.

OtherDuties

• It is important that all members of staff are prepared to take onadditional duties or relinquish existing duties in order to maintainefficient running of the Practice.
• The Practice Manager/Partners reserve the right to redistributeduties and functions among members of staff from time to time, andrequests for such changes shall not be unreasonably refused.

Confidentiality:

Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidence andhave the right to expect that staff will respect their privacy and actappropriately.

Inthe performance of the duties outlined in this job description, the post-holdermay have access to confidential information relating to patients and theircarers, practice staff and other healthcare workers. They may also have access to informationrelating to the practice as a business organisation. All such information from any source is to beregarded as strictly confidential.

Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating to confidentialityand the protection of personal and sensitive data

Person Specification

Qualifications

• GCSE Grade A- C

Experience

• Experience working with the public
• Experience working as part of a team.
• Experience of work within a confidential nature.
• Experience working as a receptionist/administrator
• Experience working as a medical receptionist/administrator within a GP practice.

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.

£12.31 to £12.50 an hour£12.50 after successfully completing probation period