Receptionist (Patient Coordinator)

NHS; Whitstable; On-site; GBP 20,000 - 25,000; Full time

Job summary

A forward-thinking medical practice in Whitstable seeks a Patient Co-ordinator (Receptionist) to join their team. The role involves managing patient interactions, booking appointments, and supporting the practice's operational needs. Ideal candidates will have prior experience in reception and administration, strong communication skills, and the ability to work collaboratively. Flexibility for additional hours is essential.

Qualifications

• Previous receptionist and administrative experience required.
• Experience in a primary care setting preferred.

Responsibilities

• Act as the first point of contact for the surgery.
• Book appointments and deal with patient queries.
• Handle prescription requests and distribute medications.

Skills

Communication

Organisational skills

Teamwork

Problem-solving

IT skills

Education

Minimum Grade C GCSE in English

Minimum Grade C GCSE in Maths

Tools

EMIS

Microsoft Office

Job description

Whitstable Medical Practice is looking for a Patient Co-ordinator (Receptionist) to join our friendly team at Chestfield Medical Centre. The working pattern will be as follows: Monday 13:15 - 18:45, Wednesday 7:45 - 13:15 & Friday 13:15 - 18:45.

Previous receptionist and administrative experience is required, along with excellent communication, organisation, and IT skills. The successful candidate must also be a team player. Flexibility to cover additional hours for holidays and sickness is essential.

Main duties of the job

• Act as the switchboard and be the first point of contact for the surgery, all departments, and offices.
• Work on the front and back desks, booking appointments and dealing with patient queries face-to-face and over the telephone.

About us

Whitstable Medical Practice is a forward-thinking single practice Primary Care Network (PCN) GP Practice based across 3 sites in Whitstable. It has 24 equity partners caring for over 44,500 patients. We pride ourselves on our innovative approach to Primary Care, employing 22 Allied Health Professionals including Clinical Pharmacists, Frailty Practitioners, Social Prescribers, First Contact Physiotherapists, Podiatrists, and Mental Health Practitioners. We are a training practice offering various in-house services such as Cataract surgery, Ultrasound, Dermatology, Physical Therapies, and Audiology, along with community contracts, a Day Surgery Suite, and an Urgent Treatment Centre with digital X-ray facilities.

Job responsibilities

• Book appointments face-to-face and over the phone.
• Check patients in for appointments and advise on seating arrangements.
• Receive and record requests for home visits, DN visits, telephone consultations, and take messages.
• Provide test results to patients or follow up as necessary.
• Complete temporary resident forms and update details on the computer.
• Handle prescription requests and distribute medications.
• Update patient address details.
• Complete DN referrals and email to referral centres.
• Assist with general enquiries.

For GPs and the Practice:

• Open, date-stamp, and distribute internal and external mail.
• Use Docman and other workflow tools to take appropriate actions.
• Contact patients to arrange follow-ups, prescription collections, and test results.
• Order ambulances as needed.
• File prescriptions and record payments for various services.
• Ensure adequate supply of practice materials like leaflets and forms.
• Monitor surgeries and clinics.
• Use the practice computer system for entering and managing information.
• Follow and update practice protocols.
• Notify incoming receptionists of relevant information and outstanding matters.
• Clear consulting rooms and maintain tidiness for subsequent surgeries.
• Ensure the post tray is cleared daily.
• Participate in protocol updates and other duties as instructed by doctors.

For Visiting Consultants, Health Professionals, and Visitors:

• Greet visitors, sign them in, and direct them appropriately.
• Add patient lists for visiting consultants.
• Check patients in and guide them to waiting areas.
• Assist with general enquiries and passing on contact information.
• Handle deliveries and direct them to relevant departments.

Person Specification

Qualifications

• IT literate.
• Minimum Grade C GCSE or equivalent in English and Maths.
• Experience in a primary care setting preferred.

Experience

• Reception, administration, and office work experience.
• Customer service experience.
• Teamwork experience.
• Experience dealing with the public.
• Primary care or NHS experience preferred.
• Knowledge of EMIS or similar clinical systems.

Skills and Abilities

• Effective communication skills at all levels.
• Attention to detail and accuracy.
• Organisational skills and multi-tasking ability.
• Problem-solving and initiative use.
• Calmness under pressure.
• Teamwork and collaboration skills.
• Tact, diplomacy, and sensitivity.
• Confidentiality and reliability.
• Strong IT skills including Microsoft Office.

Disclosure and Barring Service Check

This post is subject to a DBS check in accordance with the Rehabilitation of Offenders Act 1975 (Exceptions Order). A disclosure submission will be required.