Receptionist / Administrator

Barlborough Medical Practice; Chesterfield; On-site; GBP 18,000 - 21,000; Full time

Job summary

Barlborough Medical Practice in the United Kingdom is seeking a friendly receptionist to welcome patients, book appointments, process telephone requests, register new patients, and direct callers to the appropriate clinician. The role covers general admin tasks, handling mail and electronic records, data input, and note summarising, with emphasis on confidentiality and health and safety compliance.

This full-time post requires good communication, team collaboration, and a proactive approach to

Qualifications

• Welcomes and directs patients in person or by phone, providing courteous assistance.
• Processes appointment requests and directs callers to the appropriate healthcare professional.
• Registers new patients and maintains accurate records with confidentiality.
• Handles repeat prescriptions administration in line with practice guidelines.
• Supports admin tasks including scanning, filing, and data entry.

Responsibilities

• Reception duties including handling personal and telephone requests for appointments.
• Register new patients and temporary residents; ensure accurate name and address checks.
• Maintain and process repeat prescriptions per guidelines.
• General admin duties such as data input, filing, photocopying and scanning.
• Participate in health and safety, equality, and confidentiality policies.

Skills

Customer service

Communication

Organisation

Data entry

Job description

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way. Provide general admin assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via telephone.

Reception

Receiving patients, consulting with members of practice team. Processing personal & telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional. Register new patients, temporary residents & any requiring immediate and necessary treatment. Process repeat prescription requests in accordance with practice guidelines. Handing completed repeat prescriptions to patient & checking names and address. Be able to cover all reception duties as necessary.

Administration

To have a thorough knowledge of all practice procedures & protocols. Participate in all admin duties relating to systems and processes. Electronic processing of scanned post in medical records. Participate in admin e-mail duties, including communications from other providers and patients. Participate in Data Collection / Data Input / Data Quality & Note Summarising work as required. Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning. Reception: Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional. Register new patients, temporary residents and any requiring immediate and necessary treatment. Handing completed repeat prescriptions to patient and checking names and address. Administration: To have a thorough knowledge of all practice procedures. To work in accordance of written protocols. Participate in Data Collection / Data Input / Data Quality and Note Summarising work as required.

If Dispensing Experience (Non-essential)

To ensure that all medicines and appliances dispensed are checked against the prescription and whenever there is doubt about the appropriateness of the item, or about the dose or labelling instructions to check with the authorising doctor or duty doctor. To collect all due prescription charges and ensure that the patient declaration on the reverse of the FP10 is duly filled in and signed by the patient. To ensure that all monies received or handled on behalf of the practice are appropriately stored in the till, and a record kept of all financial transactions. To operate efficient stock control appropriate to the needs of the practice, with the objective of ensuring continuity of supply for patients and minimising wastage through out of date stock. To ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions. To ensure that shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the dispensary and that all dispensary equipment is kept clean and is in good working order. To take prompt action in response to any drug alert bulletins that may be received from time to time. To ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record/logbook. To maintain full and accurate records of all dispensing transactions, incorporating the use of computers when available and appropriate.

Appointments

Process appointment requests for today/future appointments from patients by telephone and in person. Deal with home visits requests.

Other Tasks

Clearing and re-stocking of consulting rooms as required. Ensure building security have thorough knowledge of doors/windows/alarm. Any other tasks allocated by managers.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have 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 and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards. Actively reporting of health and safety hazards and infection hazards immediately when recognised. Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role. Undertaking periodic infection control training (minimum annually) Reporting potential risks identified.

Equality and diversity

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

Personal/professional development

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services

The post-holder will: Apply practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate.