Medical Receptionist

As a Medical Receptionist, the successful candidate will provide comprehensive reception and administrative support to our multidisciplinary team, ensuring the smooth, efficient, and patient-centred operation of the practice. Acting as the primary point of contact for patients, the post-holder will manage enquiries, coordinate communication between internal and external stakeholders, maintain accurate records, and support the provision of high-quality care. While core responsibilities are detailed below, the post-holder may be required to undertake additional tasks in line with service needs, workload, and staffing levels.

Main duties of the job

• Manage appointments and maintain accurate patient records.
• Handle enquiries from patients and external agencies.
• Support clinical staff with administrative tasks.
• Assist with repeat prescriptions and documentation.
• Participate in safeguarding, clinical governance, and practice initiatives.
• Provide cover for administrative colleagues as required.

About us

Woodlands Park Health Centre is a well-established GP practice located in Wideopen, Newcastle upon Tyne, serving a patient population of nearly 7,000. Our team is made up of a mix of experienced individuals, including two GP Partners, two Salaried GPs, a Managing Partner, an Assistant Manager, Advanced Nurse Practitioners, Practice Nurses, Health Care Assistants, a Physician Assistant, a Clinical Pharmacist, a Pharmacy Technician, and five Receptionists who provide vital support to the clinical team. We are committed to delivering the highest standard of patient-centred care and pride ourselves on fostering a friendly, collaborative, and supportive working environment.

Job responsibilities

• Record all relevant information accurately within SystmOne, ensuring patient records are up to date and complete.
• Maintain, monitor, and operate the practice appointment system, including processing in-person, telephone, and online appointment requests.
• Engage in signposting patients to the appropriate clinician or service when required.
• Receive incoming calls, transferring or managing enquiries appropriately and professionally.
• Initiate and respond to communication from patients, colleagues, and external agencies, ensuring information is relayed in a timely and effective manner.
• Assist the administrative team with patient registrations, including data entry for new and temporary registrations.
• Process, scan, and file patient documentation, ensuring information is accurately added to patient healthcare records.
• Direct requests for formal documentation, including DSARs, insurance reports, solicitors' enquiries, and DVLA forms, to the Assistant Practice Manager.
• Manage general queries as required, ensuring responses are prompt and solutions-focused.
• Provide administrative support to clinical staff, including photocopying, document handling, and data entry.
• Undertake a wide range of administrative duties consistent with the role, contributing to the effective running of the practice.
• Act as a chaperone when required and in accordance with practice procedures. Training will be provided.
• Adhere to safeguarding responsibilities for both adults and children, and comply with relevant legislation, policies, and protocols.
• Support the delivery of enhanced services and wider practice initiatives.
• Maintain a clean, tidy, and organised working environment at all times.
• Participate in mandatory training, induction programmes, and annual appraisals, engaging in continuous development and clinical governance activity.

Wider Responsibilities

• Provide cover and support for administrative colleagues during periods of absence.
• Manage incoming correspondence and emails, ensuring appropriate action is taken.
• Assist in the accurate processing of repeat prescriptions as required.
• Participate in shared learning, team meetings, and local initiatives to enhance patient care and service delivery.

Person Specification

Experience

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a healthcare setting.
• Experience working on SystmOne clinical System.

Qualifications

• GCSE grade A to C in English and Maths.

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.