Medical Receptionist and Administrator

The Avicenna Medical Practice; Bradford; On-site; GBP 12,000 - 18,000; Part time

Job summary

The Avicenna Medical Practice is seeking a friendly and professional receptionist to join our team in Bradford. This role is 20 hours per week, Monday to Friday from 2pm to 6pm, requiring flexibility to cover duties as needed and experience in reception or administration.

Responsibilities include handling patient queries, booking appointments, processing prescriptions, and various clerical tasks to support a busy primary care setting. Previous experience in healthcare administration is desirable.

Qualifications

• Customer service experience appreciated.
• Reception or administrative work experience preferred.
• Strong communication and interpersonal skills required.
• Must be able to work flexibly and cross-cover as needed.

Responsibilities

• Provide friendly, polite, professional reception for patients.
• Deal with general enquiries, explain procedures and book appointments.
• Manage urgent walk-in patients with clear, non-disruptive triage.
• Handle telephone calls, take messages and refer to Duty Doctor when needed.
• Enter home visit requests and record details accurately.
• Process repeat prescriptions and ensure ready for collection within 48 hours.
• Advise on charges for private services and issue receipts.
• Register new patients promptly and manage temporary residents on the system.
• Open premises at start of day and secure building at close.

Skills

Customer service

Reception experience

Administrative skills

Communication skills

Education

GCSE English and Maths A-C

Job description

20 HOURS PER WEEK. Monday - Friday 2pm - 6.00pm

NEEDS TO BE FLEXIBLE TO SUIT THE NEEDS OF THEPRACTICE, AND ABLE TO CROSS COVER SHOULD THE NEED ARISE. PREVIOUS EXPERIENCEREQUIRED.

Main duties of the job

Friendly, polite and professional

Face to face and telephone skills to be able toanswer queries and questions from patients, make and amend appointments,prescription requests, administrative duties as required.

About us

We are a family friendly practice who are very teamsupportive and deliver high quality care to our diverse and deprived group ofapproximately 8800 patients. Our team consists of a GP Partner, 4 Salaried GP,5 Practitioners from a variety of backgrounds, 2 Practice Nurses, 2HCA, a management team and clerical team. We are also a training practice forTrainee Nurses.

We are consistently high QOF achievers, CQC Good(April 2022), Investors in People Gold Award achievers (December 2022 and reaccredited December 2025) andparticipate in numerous Enhanced Services including Anticoagulation, Diabetes,Ultrasound services, Sexual Health and Dermatology.

Job responsibilities

Job Responsibilities:

• Ensurean effective and efficient reception service is provided to patients andany other visitors to the Practice
• Dealwith all general enquiries, explain procedures and make new and follow-upappointments.
• Usingyour own judgment and communication skills ensure that patients with noprior appointment but who need urgent consultation are seen in a logicaland non-disruptive manner.
• ExplainPractice arrangements and formal requirements to new patients and thoseseeking temporary cover and ensure procedures are completed.
• Receiveand make telephone calls as required.Divert calls and take messages, ensuring accuracy of detail andprompt appropriate delivery.
• Enterrequests for home visits onto clinical system, ensuring careful recordingof all relevant details and where necessary refer to Duty Doctor.
• Actionrepeat prescription requests and ensure that they are ready for collectionby the patient within 48 hours, either on the computer or manually.
• Advisepatients of relevant charges for private (non General Medical Services)services, accept payment and issue receipts for same.
• Enterpatient information on to the computer as required, ie, change ofaddresses, names, tel nos.
• Makeand serve refreshments, ensure the kitchen is kept clean and tidy and tidythe waiting room in turn with other staff.

Openup premises at the start of the day when first to arrive, and make allnecessary preparations to receive patients.

Whenlast to leave at the end of the day, ensure that the building is totallysecured, and rooms are tidied and ready for the next day.

• Ensurethat all new patients are registered onto the computer system promptly andaccurately, including Temporary Residents.
• BookChildhood Immunisations and complete necessary administration whenReception Supervisor unavailable.
• Donecessary administration of Pathology Data that comes through on tasks.
• Tasks
• EDI
• Emptyand allocate contents of WYCSA bag.
• Insurancereports and medical records requests when Reception Supervisor isunavailable.
• Arrangingtransport for patients when necessary.
• Periodicallychecking Fax machine and printing off newly arrived faxes.
• Opening,stamping with date and action stamp all incoming post.
• AdvisingPractice manager when Stationary or other equipment is required.
• Sendingfaxes to outside organisations when required.
• Filingclinical letters into relevant trays in reception.
• Actioningtasks within a timely manner.

QOFwork

Practice,National and Local Services such as Flu campaigns, Dementia Screening etc

Diabetes9 care processes booking and monitoring

Cytologyinvites and recalls

Monitoringpatient call and recall systems, including DMARDS and Blood tests

Filingand retrieving paperwork

Extractionof necessary data from clinical correspondence and input into ElectronicPatient Record, including NHS Mail

Reportfaults to software supplier and track progress

Ensuresecurity of data at all times

Pathologyadministration

CoverPractice Secretary when required, E-referrals

Coverother administrative work over holidays and sickness

Scanand match incoming mail to patients computer held records

Registrationsand deductions

Filingand collection of notes for PCSE

Adddata to sharepoint systems in a timely manner

MedicalReports administration and timely management of.

• Undertakeany other additional duties appropriate to the post as requested by thePartners or the Practice Manager.

Person Specification

Qualifications

• GCSE English and Maths A-C
• Customer Services Experience
• Previous Reception or Administrative work experience
• Checkable work history
• Experience in Primary or Secondary Care Administration or Reception work

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.