Part-time Medical Receptionist/Administrator

K & W Healthcare; Greater London; On-site; GBP 21,000 - 28,000; Full time

Job summary

K & W Healthcare is seeking an experienced administrator to support patient appointments, triage, and records management. The role involves handling the appointments system, scanning documents, and processing referrals while ensuring patient confidentiality and accuracy of data.

You will call patients to book slots, update EMIS community records, and coordinate with GP practices and external agencies. A calm, professional demeanor is essential in a busy environment.

Qualifications

• Experience handling patient appointments and triage workflows.
• Ability to document and retrieve medical information accurately.
• Strong communication and professional telephone manner.

Responsibilities

• Opening up/locking up of Site premises and maintaining security.
• Maintaining the appointments system and managing e-consult triage.
• Document scanning and processing referrals and letters.
• Calling patients and booking appointments; directing callers to the right healthcare professional.
• Updating patient records and maintaining accurate information per guidelines.
• Taking messages and coordinating with staff and external agencies.
• Responding to patient requests, monitoring the appointment system, and reporting issues.
• Collaborating with staff to ensure smooth operations and participating in pilots.
• Providing excellent patient service in high-pressure situations.
• Ad hoc duties as allocated.
• Management of medical records: EMIS registration, scheduling, communications, and audits.

Skills

Appointment scheduling

Patient communication

Medical records management

Documentation

Administrative support

Audit participation

Team collaboration

Tools

EMIS community

Job description

Duties and responsibilities:

• Opening up/locking up of Site premises (where applicable) and maintaining security in accordance with Site Protocols.
• Maintaining and monitoring the appointments system.
• Managing the e-consult triage system.
• Document scanning.
• Processing referrals and letters.
• Calling patients and booking appointments.
• Processing telephone requests for appointments, ensuring callers are directed to the appropriate healthcare professional.
• Updating patient records, recording information in accordance project guidelines.
• Taking messages and passing on information.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Dealing with clinical waste.
• Participate in team meetings and contribute to process improvement initiatives.
• Monitor the effectiveness of the appointment system and report any problems or variations to the lead/Practice Manager.
• Work closely with other staff members to ensure smooth operations.
• Participate in various pilot initiatives as requested.
• Provide exceptional service to patients and external contacts, addressing their needs and concerns promptly.
• Maintain a calm and helpful demeanour, especially in high pressure situation.

Any other ad-hoc duties that may be allocated.

Management of Medical records:

• Registering patients on EMIS community.
• Schedule reschedule and cancel patient appointments ensuring efficient use of time and resources.
• Answer and direct incoming telephone calls from patients, GP practices, and outside agencies in a professional and courteous manner.
• Respond to enquiries, take messages, and ensure timely communication of information to the appropriate personnel.
• Maintain accurate and up-to-date patient records, including personal details, appointment history and medical information as required.
• Create and send Discharge Summaries and other investigation forms/referral electronically to GP Practices.
• Contribute in conducting audits.