Medical Receptionist/Administrative Staff

Medical Receptionist/Administrative Staff

We are a friendly, supportive GP practice based in Pikes Lane Health Centre, currently looking to recruit a Medical Receptionist to join our team for 25 hours per week.

Previous experience as a GP receptionist or in a similar medical setting

Flexibility to work additional hours to cover staff holidays and sickness

Basic IT skills, with experience using EMIS Web preferred

Ideal Candidate: Were looking for someone who is:

Highly motivated and able to work well under pressure

A team player with a strong work ethic

Confident, loyal, and professional with a can-do attitude

Possesses excellent communication and interpersonal skills

Main duties of the job

The role involves a blend of administrative and front-line patient support duties within a General Practice (GP) setting. Key responsibilities include:

Patient Records Management: Summarising and maintaining accurate and up-to-date patient records.

Registration and Deduction: Handling new patient registrations and processing patient deductions in line with NHS protocols.

KPI Monitoring: Supporting the achievement of Key Performance Indicators (KPIs), including QOF (Quality and Outcomes Framework) and BQC (Better Quality Care) targets.

Patient Interaction: Managing high volumes of incoming patient calls, particularly during busy morning hours, providing support, information, and booking appointments.

Prescription Requests: Processing repeat prescription requests in a timely and accurate manner.

Document Management: Scanning, filing, read-coding and uploading clinical and administrative documents to patient records.

About us

At Al Fal Medical Group, we are proud of our dedicated and experienced team. Our surgery is led by three Partners two clinical Partners and one non-clinical Partner who work together to ensure the highest standard of care for our patients.

The day-to-day operations of the surgery are managed by our Practice Manager, while our Reception Manager oversees all reception duties to ensure a smooth and welcoming experience for everyone who visits.

Supporting our operations, we have a team of four skilled administrative and reception staff members. Their training, efficiency, and commitment are vital to the seamless running of our practice.

We are proud to serve a patient population of 5,150 here at Al Fal Medical Group.

Job responsibilities

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
• Deal with all general enquiries, explain procedures and make new and follow-up appointments.
• Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Ensure the telephone system is operational at the beginning of each day and switched over to night service and answer phone operational at the end of the day with the correct announcement.
• Enter requests for home visits on pc ensuring careful recording of all relevant details.
• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours.
• Prepare lists and notes if required for all surgeries and clinics held, ensuring completion of all associated paperwork.
• Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same, and to record accurately all monies received in the designated book.
• Enter patient information on to the computer as required.
• Scan letters and action accordingly.
• Ensure that all new patients are registered onto the computer system promptly and accurately.
• Patient notes and correspondence:
• Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.
• Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
• Ensure records are kept in good repair with all necessary information on the outside cover clearly visible.
• When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated. (When caretaker is not present. Please note there will always be two members of staff present and details of who to call in an emergency etc will be given when such an event arises)
• Undertake any other additional duties appropriate to the post as requested by the Partners, the Practice Manager, Deputy Manager and Practice Administrator

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 to include:

• Using 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.

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 which is welcoming to and of the individual, is non-judgmental 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, 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.
• Participation in monthly Practice Meetings.

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.

Person Specification

Knowledge and Skils

• Use of Emis system
• Good interpersonal and communication skills

Qualifications

• Good level of education –

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.