Reception/Scanning Clerk in Kent

We are seeking a motivated and reliable Part‑Time Scanning / Receptionist to join our friendly and supportive GP Practice team. The post is available for either 25 hours per week, worked over five mornings, or 37.5 hours per week, and will involve a full range of Reception and administrative duties, including document scanning, patient‑facing reception work, and general practice administration as required. The successful applicant must be computer literate, well organised, and able to work accurately in a busy primary care environment. Experience of working with EMIS and DOCMAN clinical systems is desirable; however, full training will be provided for the right candidate.

Main duties of the job

• You will be responsible for scanning all patient clinical correspondence onto electronic medical records and ensuring documents are accurately coded in line with practice protocols.
• Duties will also include the daily opening and date stamping of incoming post, along with undertaking general administrative tasks as required by the Practice Management team.
• Previous experience in a similar role would be advantageous; however, full training will be provided for the successful candidate.

About us

We are a friendly and busy GP Practice caring for approximately 9,500 patients. Our team includes two GP Partners, part‑time nurses, a Health Care Assistant, a Physiotherapist, a Clinical Pharmacist, and a wider administrative team. We pride ourselves on being a supportive and welcoming practice, where colleagues work closely together and are always willing to help and support one another to provide the highest standard of patient care.

Job responsibilities

• To ensure that all incoming and internal patient correspondence is stored in the patient’s medical record and relevant information is coded.
• Take action as directed by line manager.
• Follow practice protocols to ensure consistent and high quality care is provided to our patients.
• Sort and date stamp all incoming patient‑related mail.
• Scan patient‑related documents onto their medical record using read codes as agreed by the clinical team.
• Add any additional information about the source of the document.
• Forward the document to the most appropriate person to receive the information.
• Ensure incoming letters are scanned onto the patient record within the practice policy timescale.
• Scan all internal paper documents onto the relevant patient’s record and then store the documents in line with surgery procedures.
• Identify relevant clinical information contained in patient correspondence.
• Code or free text the clinical information on to the patient record.
• Deal with queries relating to coding.

Qualifications

The ability to multi‑task when necessary with a good standard of English. Previous GP experience advantageous but willing to train the right candidate.