About this role
Job summary
Ready to be the heart of healthcare? Your smile can change a patients day!
The Medical Receptionist Role
As a Medical Receptionist, you are the first point of contact and the comforting voice for our patients. This vital role blends compassionate communication with structured multi-tasking.
Patient Management: Greeting visitors, answering calls, and managing electronic bookings via AccuRx. Care Navigation: Active listening to signpost patients directly to the right multi-disciplinary clinic or expert. Practice Support: Updating medical data, processing documentation, and managing clinical correspondence.Why Choose Yardley Wood Health Centre?
Joining Yardley Wood Health Centre means working in a modernised facility with an incredible reputation.
94% Support Rating: Our receptionist and administration team achieved a staggering 94% helpfulness score in the official NHS GP Patient Survey. Innovative Digital Tools: We use advanced workflows, like automated call volume support, allowing you to focus on complex, sensitive, and deeply rewarding patient interactions. Amazing Team Vibe: Work alongside a skilled, vibrant team of GPs, paramedics, and clinical pharmacists within a community-focused multidisciplinary environment. Perfect Location: Easily accessible next to Chinn Brook ground, with excellent local bus routes (3, 27, 76) and a 5-minute walk from Yardley Wood Train Station, added bonus of a staff car park.
Main duties of the job
Core Duties of the role include:
Patient Contact: Welcoming visitors warmly and answering phone calls efficiently. Care Navigation: Active listening to signpost patients to the right healthcare professional. Appointment Booking: Managing electronic clinics, triage systems, and booking slots. Data Administration: Registering new patients, scanning files, and updating electronic health records. Prescription Support: Processing repeat medication requests safely. Compliance Checks:Dedicated time monthly to perform room checks Recall Support:Working as part of a team to support long term condition recallThe above list is not exhaustive
About us
Yardley Wood Health Centre is a highly efficient, fast-growing Birmingham GP surgery operating within the innovative Our Health Partnership network. When you join us, you will work alongside a diverse clinical team and a dedicated, close-knit reception crew of nine. You will have the full support of an on-site supervisorwho works four days a week to ensure you always have guidance and open communication.
We strictly embody a "work hard, play hard" ethic within a welcoming, deeply patient-focused environment. Our team loves to connect outside of hours, meaning you can look forward to our annual Christmas party and regular staff-organised socials.
Alongside this fantastic culture and great team feel, we offer excellent benefits including a secure NHS pension, free on-site parking, and a modernised workspace with major investments in new clinical rooms.
Job description Job responsibilities
1. Role Overview & Framework
Line Management & Accountability: Reports directly to and is accountable to Kelly Carney. Working Hours: 20 hours per week. Core Mission: Driven by the surgery's core philosophy: "Putting you at the heart of what we do". Main Objective: Acting as the primary, central hub of communication for patients, the wider multidisciplinary team, and external health agencies (such as community services and secondary care).
2. Primary Key Responsibilities
The post holder manages everyday operations, digital workflows, and frontline patient interactions. Key daily tasks include:
Appointment System Management: Processing online, telephone, and face-to-face booking requests; scheduling, altering, or cancelling clinics via EMIS Care Navigation: Welcoming, screening, and actively signposting patients to the correct internal or external medical services. Telephony & Communications: Managing incoming switchboard calls, routing queries correctly, and resolving digital tasks or internal emails. Medical Data Entry: Formally registering new or temporary patients, entering key information into electronic health records, and applying clinical coding using EMIS and accurate SNOMED codes. Prescription Processing: Administering and reviewing repeat prescription requests with high accuracy and efficiency. Clinic & Administrative Support: Printing specialised urine forms for the nursing team, sorting documentation requests (such as insurance, DVLA, or SAR files), photocopying, and executing data system searches. Environment & Compliance: Maintaining clean, professional notice boards and workspaces, alongside executing monthly governance checks (e.g., testing fire alarms and performing infection control audits).
3. Secondary Responsibilities
When workload or staff shortages require flexibility, the receptionist is expected to support adjacent administrative functions:
Document Management: Digitally scanning and attaching physical correspondence or patient documents to healthcare profiles. Facility Logistics: Executing building opening and closing checklists in full compliance with the practice's duty rotas. Team Operations: Cooperatively organising lunchtime or out-of-hours coverage rotas, checking stationery stock levels, and assisting with audits directed by the practice's audit lead.
4. Generic Responsibilities & Compliance Standards
All personnel must adhere strictly to organisational values, local protocols, and UK statutory laws:
Equality, Diversity, and Inclusion (ED&I): Promoting an environment free from discrimination across all legally protected characteristics. Patients must be routinely included in treatment decisions, and all colleagues must be treated with dignity and fairness. Safety, Health, Environment, and Fire (SHEF): Continually evaluating risks to keep the workplace hazard-free. Compliance is mandatory under legislation including the Health and Safety at Work Act 1974, Environmental Protection Act 1990, and Fire Precautions Regulations 1999. Confidentiality & Data Protection: Safeguarding highly sensitive patient health data to protect privacy and preserve legal and institutional trust. Continuous Improvement (CI): Participating in multidisciplinary case reviews, analyzing serious incidents, and offering proactive suggestions to refine practice workflows and clinical safety. Professional Development: Completing the custom practice induction program, undergoing mandatory training assigned by Sophia Raja, and mentoring other team members to share best practices. Security Protocols: Strictly guarding physical and digital access codes or passwords. Door lock codes must never be shared, and suspicious activity must be instantly flagged to Kelly Carney. Professional Conduct & Leave: Maintaining an appropriate dress code for the public-facing role. Annual leave is fully supported, with bank holidays calculated on a pro-rata baseline reflective of the 20-hour contract.
Person Specification
Qualifications Essential
Good standard of general education GCSE (or equivalent) English at Grade C/4 or above. GCSE (or equivalent) Mathematics at Grade C/4 or above.
Desirable
Recognised medical administration/reception qualification (e.g., AMSPAR or BSMSA certificates).
Experience Essential
Public & Customer Facing Service Clear history of answering incoming phone calls, managing heavy call volumes, and efficiently transferring or resolving caller requests. Background in standard office operations, including handling tasks, managing internal emails, photocopying, and organising files. Data Processing & Computer Literacy: Experience utilizing digital software platforms for accurate data entry, managing digital information, and system navigation - Including EMIS Collaborative Teamwork: Prior experience working effectively within a fast-paced team environment while successfully prioritizing a personal workload. At least 2 years experience working in General Practice
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 Yardley Wood Health Centre
Address Yardley Wood Health Centre
401 Highfield Road
Yardley Wood
Birmingham
B14 4DU
United Kingdom
Employer's website https://www.yardleywoodhc.co.uk/ (Opens in a new tab)