Receptionist, Administrative​/Clerical

Would you like to work in a Dynamic Practice?

We are looking for a GP receptionist to serve as the public face of our medical practice, managing patient interactions and a wide range of administrative tasks. The role demands strong organisational and communication skills to ensure the smooth operation of the surgery and a importantly positive experience for patients.

• Greeting and directing patients and other visitors in a courteous and efficient manner.
• Booking new and follow-up appointments, often using clinical IT systems.
• Managing patient check-in and check-out procedures.
• Handling requests for repeat prescriptions.
• Communication:
  • Acting as the central point of contact for patients, doctors, and other medical staff, both in person and over the phone.
  • Answering general inquiries, taking accurate messages, and routing calls to the appropriate department or professional.
  • Providing a calming and reassuring presence for anxious or distressed patients.
• Administrative and clerical tasks:
  • Maintaining, filing, and updating patient medical records and correspondence, both physically and electronically.
  • Processing requests for home visits and handling hospital referrals.
  • Using computer software for tasks such as data entry, word processing, and retrieving patient information like test results.
  • Handling practice correspondence, including incoming and outgoing mail and faxes.
  • Taking payments for private services and issuing receipts.

• Fast-paced and challenging: A GP surgery is a busy and high-pressure environment. Our Practice is no different. Receptionists must be able to multitask and think on their feet, balancing a constant flow of phone calls, face-to-face queries, and administrative duties.
• Stressful interactions:
  Staff regularly interact with patients who may be unwell, upset, or angry. It is crucial to remain calm, professional, and empathetic, and to follow practice protocols for handling aggressive behaviour.
• Confidentiality:
  The role involves handling highly sensitive and confidential patient information, requiring a strict adherence to privacy policies.
• Team collaboration: GP receptionists work as part of a multi-disciplinary team, liaising with doctors, nurses, and other healthcare professionals to meet patient needs.
• Flexible schedule:
  Shifts can include early starts, late finishes, and hours to provide extended access for patients.

• Patient Interaction
  :
  Greet patients and visitors, answer phone calls, handle inquiries, and provide information on surgery services.
• Appointment Management
  :
  Book appointments for patients, manage follow-up appointments, and record patient attendance.
• Administrative Tasks
  :
  Process repeat prescription requests, manage patient records, file correspondence, and maintain an orderly reception area.
• Liaison and Communication
  :
  Act as a central point of contact and communicate effectively with GPs, nurses, administrative staff, and external agencies to support patient care.
• Data Management
  :
  Enter patient information into the computer system, maintain the accuracy of the practice's clinical system, and process incoming and outgoing correspondence.
• Prescription Management
  :
  Process repeat prescription requests and manage other prescription-related tasks.
• Confidentiality
  :
  Handle sensitive patient information with the utmost discretion and professionalism, ensuring patient privacy and confidentiality are maintained at all times.

• Communication Skills
  :
  Excellent telephone and interpersonal skills to communicate effectively and empathetically with patients, carers, and colleagues.
• Organizational Skills
  :
  Strong organisational skills, effective time management, and the ability to multitask in a busy environment.
• IT Proficiency
  :
  Good computer skills, including proficiency with the practice's clinical system (TPP), word processing, and other electronic communication tools.
• Attention to Detail
  : A meticulous approach to record-keeping and data entry.
• Discretion
  : A commitment to maintaining patient confidentiality and professional conduct.
• Teamwork
  :
  The ability to work effectively as part of a multidisciplinary team.

• Education
  : A good standard of GCSEs, particularly in English and Maths, is often desirable.
• Experience
  :
  Some experience with computer systems and electronic filing is beneficial, though training may be provided on the job.
• Knowledge
  :
  Familiarity with basic medical terminology would be an asset.

• General Education
  : A good standard of general education, including literacy and numeracy, and spoken English.
• Software Knowledge
  :
  Familiarity with GP practice systems such as Systm 1 (TPP) Docman and other GP software.

• Customer-Facing
  
  Experience:
  
  Previous experience in a public-facing role is often required.
• Administrative
  
  Skills:
  
  Practical experience of working with computers and maintaining electronic and manual filing systems.
• Desirable:
  Experience in a General Practice or NHS…