About this role
Job summary
We are seeking a dedicated and professional Part-Time Medical Receptionist to join our healthcare team here at The Avenues Medical Centre. The ideal candidate will be the first point of contact for patients and visitors, providing exceptional customer service while managing administrative tasks efficiently. This role is crucial in ensuring smooth operations within the GP Practice and enhancing the patients experience.
Main duties of the job
Greet patients and visitors warmly, professionally and friendly ensuring a welcoming environment
Manage patient check-in and check-out processes, including verifying personal information and contact details. Assisting patients using the self check-in machine in the waiting room
Schedule appointments, confirm bookings, and handle cancellations or rescheduling requests
Maintain accurate patient records and ensure confidentiality in accordance with the data protection regulations
Answer phone calls promptly, addressing inquiries or directing calls to appropriate staff members. Including patient call backs
Process incoming mail and manage correspondence effectively
Process medication requests from patients
Maintain an organised reception area, ensuring it is tidy and well-stocked adhering to the surgeries Clear Desk Policy
Collaborate with healthcare professionals to facilitate efficient patient flow within the practice
Utilise the use of our Extended Access Appointments & CDC Centre
Follow and adhere to all Practice Processes, Protocols, SOPs & Practice Policies. You will also be required to keep up to date with any changes
Manage the Reception Teams generic email account, action all emails accordingly and in a timely manner.
Signpost and Care Navigate patients to the most appropriate care/service. This may include a Pharmacy First Referral etc
About us
Single site GP Practice4 GP Partners & 1 Salaried GPLead Nurse, HCA & PhlebotomistAdmin: 2 Coders, 2 Secretaries, Pharmacy Tech & 5 Receptionists
Benefits:
Company pension.
On-site parking.
Ability to apply for an NHS Blue Light Discount Card.
Job description Job responsibilities
Responsibilities:
Greet patients and visitors warmly, professionally and friendly ensuring a welcoming environment
Manage patient check-in and check-out processes, including verifying personal information and contact details. This would also include updating the patients records where needed. Assisting patients using the self check-in machine in the waiting room
Schedule appointments, confirm bookings, and handle cancellations or rescheduling requests
Arrange/book interpreters where needed for patients using AA Global either booking via their online portal or over the telephone
Maintain accurate patient records and ensure confidentiality in accordance with the data protection regulations/GDPR. Document clearly & accurately
Answer phone calls promptly, addressing inquiries or directing calls to appropriate staff members. Including patient call backs
Checking on the patients record if Third Party Consent has been granted if you are not speaking to the patient directly. Should no consent be documented on the record follow the practice policy and adhere to Data Protection, GDPR and Patient Confidentiality
Process incoming mail either by internal post or external post and manage correspondence effectively. Opening, date stamping, initialing and passing all documents onto the correct team
Process medication requests from patients face to face at the front reception desk, online requests via System Online or the NHS App, email, telephone (certain cohorts of patients only) or paper requests
Maintain an organised reception area, ensuring it is tidy and well-stocked with necessary materials adhering to the surgeries Clear Desk Policy
Accepting samples at the front reception desk following the practice process and passing onto the nursing team to action
Collaborate with healthcare professionals to facilitate efficient patient flow within the practice
Utilise the use of our Extended Access Appointments on remote booking & CDC Centre
Undertake mandatory training either online or face to face when required and keeping up to date with all training. You will also be required to monitor when your training is due for renewal. Attend PTL afternoons
Follow and adhere to all Practice Processes, Protocols, SOPs (Standard Operating Procedures) and Practice Policies. You will also be required to keep up to date with any changes/updates
Process cash payments for Non-NHS Private work from patients which is chargeable following the practice Private Charges list. Being responsible for issuing the patient with a receipt of payment, log/document in the patients record and place all monies in the secure Private Money Box, maintaining the money is kept secure & safe.
Support the GP Partners and Nursing Team to chaperone in appointments as needed once you have undertaken the relevant training.
Manage the Reception Teams generic email account, action all emails accordingly and in a timely manner.
Signpost and Care Navigate patients to the most appropriate care/service. This may include a Pharmacy First Referral, signpost to NHS111, Urgent Care etc
Action tasks and other duties assigned to your work station that day.
Person Specification
Experience Essential
Previous experience in an administrative or office role, preferably within a medical setting is desirable. Strong organisational skills with attention to detail to manage multiple tasks effectively. The ability to prioritise workload, multitask and work well under pressure in a very busy, fast pace working environment. A strong team player who can work well as part of a team but can also work independently using their own initiative. A supportive, "can do" attitude, professional and strong work ethic and a willingness to learn is paramount/required for this role. Excellent verbal and written communication skills to interact professionally with patients, other NHS Organisations, outside agencies, and staff/colleagues. Proficient in using Microsoft Office Software, good IT skills/knowledge/understanding and the use of electronic medical record systems such as SystmOne. Ability to handle sensitive information discreetly and maintain patient confidentiality/GDPR. The ability to handle difficult conversations with an understanding of conflict resolution. A friendly disposition with a commitment to providing outstanding customer service. Flexibility to adapt to changing priorities in a fast-paced environment. Be flexible with offering cover/overtime where needed when there are gaps in the rotas for annual leave or sickness. We try to give as much notice as possible but unfortunately sometimes this is not always possible and last minute cover/overtime maybe required therefore staff must be flexible and willing.
Desirable
Previous experience in an administrative or office role, preferably within a medical setting is desirable. Strong organisational skills with attention to detail to manage multiple tasks effectively. The ability to prioritise workload, multitask and work well under pressure in a very busy, fast pace working environment. A strong team player who can work well as part of a team but can also work independently using their own initiative. A supportive, "can do" attitude, professional and strong work ethic and a willingness to learn is paramount/required for this role. Excellent verbal and written communication skills to interact professionally with patients, other NHS Organisations, outside agencies, and staff/colleagues. Proficient in using Microsoft Office Software, good IT skills/knowledge/understanding and the use of electronic medical record systems such as SystmOne. Ability to handle sensitive information discreetly and maintain patient confidentiality/GDPR. The ability to handle difficult conversations with an understanding of conflict resolution. A friendly disposition with a commitment to providing outstanding customer service. Flexibility to adapt to changing priorities in a fast-paced environment. Be flexible with offering cover/overtime where needed when there are gaps in the rotas for annual leave or sickness. We try to give as much notice as possible but unfortunately sometimes this is not always possible and last minute cover/overtime maybe required therefore staff must be flexible and willing.
Qualifications Essential
GCSE grade A to C in English and Maths Previous experience in an administrative or office role, preferably within a medical setting is desirable.
Desirable
Previous experience in working in a medical setting. Used our clinical system: SystmOne
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.
Employer details Employer name The Avenues Medical Centre
Address 147 – 153 Chanterlands Avenue
HULL
East Yorkshire
HU5 3TJ
United Kingdom
Employer's website https://www.theavenuesmedicalcentre.nhs.uk (Opens in a new tab)