Medical Receptionist / admin in Walsall

Medical Receptionist / Administrator Reports to: Reception Manager Job Summary The Medical Receptionist / Administrator provides a professional and efficient front-line service to patients, visitors and healthcare professionals.

The role encompasses reception, administrative and care navigation duties, supporting effective communication and the smooth day-to-day operation of the practice.

Main Duties and Responsibilities

• Reception Duties
• Act as the first point of contact for patients and visitors, both in person and by telephone.
• Manage appointment requests, home visit requests and telephone consultations, directing patients to the most appropriate healthcare professional or service.
• Assist patients with repeat prescriptions, registration and online access services.
• Use care navigation principles to direct patients to the most appropriate clinician, service or healthcare provider.
• Support patients in accessing and using online services, including appointment booking, repeat prescriptions and access to medical records.
• Administrative Duties
• Maintain and monitor the appointment system.
• Process incoming and outgoing mail, email and electronic tasks.
• Process repeat prescription requests in accordance with practice protocols and timescales.
• Accurately update, file, scan and code information into patient records in line with practice protocols.
• Register new patients and prepare medical records for transfer.
• Provide clerical support to clinical and administrative staff, including data entry, word processing and photocopying.
• Support patient recall programmes, health campaigns and quality improvement initiatives, including QOF and QIF requirements.
• Monitor stock levels of stationery and office supplies and report requirements to the Practice Manager.
• Practice Support
• Open and close the surgery, ensuring security is maintained at all times.
• Maintain a clean, tidy and safe reception area, including noticeboards and information displays.
• Assist in infection prevention and control by following practice policies and ensuring work areas are kept clean and hazard-free.
• Support colleagues in achieving practice objectives and delivering high-quality patient care.
• Undertake mandatory and role-specific training within agreed timescales.
• Confidentiality

Handle all patient, staff and practice information in strict confidence.

Only share information with authorised persons, in line with data protection, confidentiality and information governance policies.

• Health & Safety
• Identifying and managing risks in daily work.
• Following infection prevention and control procedures and maintaining clean, safe work areas.
• Using personal security systems as directed.
• Reporting health, safety or infection hazards promptly.
• Participating in mandatory health and safety and infection control training.
• Equality, Diversity and Inclusion

The post-holder must support the rights of patients, carers and colleagues by: Acting in a way that recognises and respects people's rights, dignity and individual circumstances.

Promoting a welcoming, non-judgmental and inclusive environment.

Supporting equality of opportunity and challenging discrimination where appropriate.

Personal and Professional Development

Participate in annual performance reviews and take responsibility for ongoing learning and development.

Maintain an up-to-date record of skills and competencies.

Support the induction and training of new or junior staff when required.

Quality

Contribute to the effectiveness and efficiency of the team.

Take responsibility for own work, quality and performance.

Suggest and support improvements to practice systems and processes.

Work collaboratively with colleagues and external agencies to meet patient needs.

Participate in audit, service development and quality improvement activities where appropriate.

Communication

Communicate clearly, professionally and effectively with patients, carers and colleagues.

Recognise and adapt to different communication needs.

Promote effective team communication and positive working relationships.

Service Contribution

Apply practice policies, standards and guidance in daily work.

Support the delivery of safe, effective and patient-centred services.

Contribute to the achievement of practice objectives and contractual requirements.

General

This job description is intended as a guide to the main responsibilities of the role and is not exhaustive.

The post-holder may be required to undertake other duties appropriate to the grade of the post, as reasonably requested by the Practice Manager or GP Partners.

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