Medical Receptionist and Administrator in Bradford

20 HOURS PER WEEK. Monday - Friday 8am - 12noon. NEEDS TO BE FLEXIBLE TO SUIT THE NEEDS OF THE PRACTICE, AND ABLE TO CROSS COVER SHOULD THE NEED ARISE. PREVIOUS EXPERIENCE DESIRABLE BUT NOT ESSENTIAL AS FULL TRAINING WILL BE OFFERED.

Main duties of the job:

• Friendly, polite and professional face to face and telephone skills to be able to answer queries and questions from patients, make and amend appointments, prescription requests, administrative duties as required.

About us:

We are a family friendly practice who are very team supportive and deliver high quality care to our diverse and deprived group of approximately 8800 patients. Our team consists of a GP Partner, 4 Salaried GPs, 5 Advanced Practitioners from a variety of backgrounds, 2 Practice Nurses, 2 HCAs, a management team and clerical team. We are also a training practice for Trainee Nurses. We are consistently high QOF achievers, CQC Good (April 2022), Investors in People Gold Award achievers (December 2022 and reaccredited December 2025) and participate in numerous Enhanced Services including Anticoagulation, Diabetes, Ultrasound services, Sexual Health and Dermatology.

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.
• Enter requests for home visits onto clinical system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.
• Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
• Enter patient information on to the computer as required, ie, change of addresses, names, tel nos.
• Make and serve refreshments, ensure the kitchen is kept clean and tidy and tidy the waiting room in turn with other staff.
• Open up premises at the start of the day when first to arrive, and make all necessary preparations to receive patients.
• When last to leave at the end of the day, ensure that the building is totally secured, and rooms are tidied and ready for the next day.
• Ensure that all new patients are registered onto the computer system promptly and accurately, including Temporary Residents.
• Book Childhood Immunisations and complete necessary administration when Reception Supervisor unavailable.
• Do necessary administration of Pathology Data that comes through on tasks.
• EDI: Empty and allocate contents of WYCSA bag.
• Insurance reports and medical records requests when Reception Supervisor is unavailable.
• Arranging transport for patients when necessary.
• Periodically checking Fax machine and printing off newly arrived faxes.
• Opening, stamping with date and action stamp all incoming post.
• Advising Practice manager when Stationary or other equipment is required.
• Sending faxes to outside organisations when required.
• Filing clinical letters into relevant trays in reception.
• Actioning tasks within a timely manner.
• QOF work Practice, National and Local Services such as Flu campaigns, Dementia Screening etc.
• Diabetes 9 care processes booking and monitoring.
• Cytology invites and recalls.
• Monitoring patient call and recall systems, including DMARDS and Blood tests.
• Filing and retrieving paperwork.
• Extraction of necessary data from clinical correspondence and input into Electronic Patient Record, including NHS Mail.
• Report faults to software supplier and track progress.
• Ensure security of data at all times.
• Pathology administration.
• Cover Practice Secretary when required, E-referrals.
• Cover other administrative work over holidays and sickness.
• Scan and match incoming mail to patients computer held records.
• Registrations and deductions.
• Filing and collection of notes for PCSE.
• Add data to sharepoint systems in a timely manner.
• Medical Reports administration and timely management of.
• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.

Person Specification:

• Qualifications: GCSE English and Maths A-C.
• Customer Services Experience.
• Previous Reception or Administrative work experience.
• Checkable work history.
• Experience in Primary or Secondary Care Administration or Reception work.