Medical Reception/Admin Clerk in Dover

An exciting opportunity has arisen to join a busy medical practice in Dover. We are a small, tight-knit and supportive team that works closely with our Primary Care Network to deliver high standards of care to our patient population of around 9,500.

Main duties of the job

You will be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties include, but are not limited to:

• Greeting and directing patients
• Patient registration
• Booking appointments
• Processing of information (electronic and hard copy)
• Assisting patients as required

You will act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

About us

We are a small but effective and supportive team consisting of:

• 2 GP partners
• 3 Nurse Prescribers
• 2 Practice Nurses
• 3 Healthcare Assistants
• Various admin and reception team members

Our population is around 9,500 and is spread over our main surgery in Dover and our branch surgery at Shepherdswell. We use Emis Web as our clinical system.

Job responsibilities

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

• Maintaining and monitoring the practice appointment system
• Processing personal, telephone and e-requests for all patient services, including appointments
• Answering incoming phone calls, transferring calls or dealing with the caller's request appropriately
• Actioning all incoming emails via the various Practicemailboxes
• Signposting patients to the correct service
• Processing incoming and outgoing mail
• Initiating contact with and responding to requests from patients, team members and external agencies
• Processing referrals to external agencies such as secondary care using the electronic referral system (ERS)
• Processing call and recall letters as requested
• Processing all DNA letters in accordance with current policy
• Reading code data on EMIS
• Photocopying documentation as required
• Filing and storing records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Inputting data into the patient’s healthcare records as necessary
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• Processing requests for information i.e. SAR, insurance/solicitors letters and DVLA forms to the administrative team
• Managing all queries (including administrative queries) as necessary in an efficient manner
• Carrying out system searches as requested
• Maintaining a clean, tidy, effective working area at all times
• Monitoring and maintaining the reception area and noticeboards
• Supporting all clinical staff with general tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the medical administrator may be requested to:

• Partake in audit as directed by the audit lead
• Produce meeting agendas and record the minutes of meetings
• Support administrative and reception staff, providing cover during staff absences
• Complete opening and closing procedures in accordance with the duty rota
• Support reception team in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
• Order and monitor stationery supplies

Person Specification

Qualifications

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Experience

• Experience of working with the general public
• Experience of administrative/receptionist duties
• Experience of working in a health care setting

Skills

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other requirements

• Flexibility to work outside of core office hours
• 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.