Medical Receptionist: Princes

** INTERVIEWS WILL BE HELD AT BRANSHOLME HEALTH CENTRE ON WEDNESDAY 9TH APRIL 2025 **

A Medical Receptionist plays a crucial role in ensuring the smooth running of a GP Surgery by providing front-line support to patients and our team of healthcare professionals. This role involves handling administrative tasks, managing patient appointments and ensuring excellent patient care and confidentiality.

Key Responsibilities

• Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team.
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
• Greet and assist patients in a friendly and professional manner.
• Answer telephone calls, deal with patient queries and signpost appropriately.
• Book, amend and cancel appointments using EMIS Web clinical system.
• Process prescription requests and liaise with the in-house pharmacy team.
• Provide information about services, policies and procedures.

Administrative Duties

• Handle incoming and outgoing correspondence, including emails.
• Coding, filing and managing medical documents.

Confidentiality & Compliance

• Ensure patient confidentiality is maintained at all times.
• Adhere to NHS policies, GDPR and practice protocols.
• Support the practice in safeguarding and data protection compliance.

Teamwork & Additional Support

• Work collaboratively with both clinical and administrative teams.

About Us

James Alexander Family Practice is a large Primary Care Organisation, delivering General Practice services across two sites; with practices at Bransholme Health Centre and Princes Medical Centre. Patient-centred care is at the heart of our organisation, with one of our key objectives being to provide a high-quality service to our patients.

Job Responsibilities

The following are the core responsibilities of the Medical Receptionist. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Process personal, telephone and e-requests for appointments.
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
• Signpost patients to the correct service.
• Process incoming and outgoing mail.
• Initiating contact with and responding to, requests from patients, team members and external agencies.
• Photocopy documentation as required.
• File and store records as required.
• Data entry of new and temporary registrations and relevant patient information as required.
• Input data into the patients healthcare records as necessary.
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
• Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team.
• Manage all queries (including administrative queries) as necessary in an efficient manner.
• Maintain a clean, tidy, effective working area at all times.
• Support all clinical staff with general tasks as requested.

Person Specification

Other Requirements

• Ability to work flexible hours, to provide cover for annual leave and sickness as required.
• Commitment to providing high-quality patient care.
• Knowledge of different languages.

Experience

• Experience in a customer-facing role (e.g. receptionist, administrator).
• Experience handling confidential information.
• Experience working in a GP surgery or healthcare setting.
• Knowledge of EMIS Web clinical system.

Qualifications

• NVQ Level 2/3 in Customer Service or Business Administration.
• Understanding of confidentiality and data protection (e.g. GDPR).
• Aware of NHS policies and procedures.
• Knowledge of appointment booking systems.
• Understanding of CQC requirements.

Personal Qualities

• Friendly and approachable.
• Ability to remain calm under pressure.
• Team player with a flexible attitude.
• Willingness to undertake further training.
• Interest in healthcare administration.

Skills & Abilities

• Excellent verbal and written communication.
• Strong organisational and multi-tasking skills.
• Ability to handle difficult situations professionally.
• Ability to use EMIS Web clinical system.
• Understanding of medical terminology.

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.