About this role
Job summary
You will be a welcoming first point of contact for patients and a valued member of our friendly and supportive practice team.
We are looking for someone reliable, organised and confident communicating with people face to face. Previous GP reception experience is an advantage, but not essential. We also welcome applicants with strong customer service experience who enjoy helping people, can manage a variety of tasks and are quick to learn new online systems.
Good IT skills, excellent communication and a friendly, professional approach are essential.
The role is 37.5 hours per week, working varied shifts between 08:00 and 18:00, Monday to Friday, excluding bank holidays. Pay is dependant on experience.
We reserve the right to close this vacancy early if sufficient applications are received. Early applications are encouraged.
Main duties of the job
Primary Key Responsibilities
- Front Desk & Patient Interaction
- Welcome patients and visitors, providing a friendly and professional service.
- Answer telephone calls, manage queries, and direct patients appropriately.
- Book, amend, and cancel patient appointments efficiently.
- Administrative Duties
- Process patient registrations, deductions, and update records as required.
- Handle prescription requests, ensuring accuracy and liaising with clinicians when necessary.
- Scan, file, and organise correspondence, including medical reports and clinical letters.
- Referrals management
- Supporting Clinical Staff
- Assist with medical documentation requests from patients, insurance companies, and other entities.
- Maintain confidentiality and uphold data protection regulations in all tasks.
- General Reception & Office Management
- Maintain a clean and organised reception area.
- Monitor stock levels of stationery and office supplies.
- Support the practice team with administrative tasks as required.
About us
Hylton Medical Group is a well-established GP practice providing NHS primary care services in the West of Sunderland.
Our dedicated team of GPs, nurses and administrative staff work together to deliver high-quality, patient-centred care in a welcoming and supportive environment.
We embrace modern technology and digital solutions to improve patient access and streamline our daily work. Our practices use electronic clinical records, online patient services and digital communication tools to support efficient and effective care.
We believe our staff are our greatest asset and value teamwork, mutual respect, professionalism and a positive working atmosphere. We encourage new ideas, support continuous learning and provide guidance and training to help colleagues develop their confidence and skills.
We offer a supportive working environment and access to the NHS Pension Scheme, subject to eligibility.
Job description
Job responsibilities
The post holder will be expected to provide general administration duties, which may include but is not limited to;
To assist in keeping patient records accurate and up to date by scanning and attaching paper documents in to electronic records.
Filing scanned documents into patient electronic notes (EMIS)
Electronically filing test results and other documents/patient information
Perform computer searches and data collection to support practice enhanced services and ensure clinical safety.
Keeping all records including staff trainings up to date for CQC purposes.
Monitoring telephone call queue daily.
To liaise with the manager to make sure all tasks are completed at the end of day.
Helping patients by dealing with requests or questions in a polite, professional and efficient manner.
Telephoning patients to inform them about prescriptions, to move/book or rebook appointments, or gather personal data in a sensitive manner, such as smoking status, when asked to do so.
Printing and distributing repeat prescriptions.
Registering patients, ensuring that information is checked and documented accurately.
General administration involving patient records, audits etc. as required.
Prepare medical reports and other requests for information are processed accurately and in a timely manner, ensuring practice protocols regarding information governance and confidentiality are adhered to.
Record-keeping, distribution of documents, filing are all undertaken accurately and efficiently.
Taking responsibility for the scheduling and co-ordination of meetings.
Management of the generic email inbox.
You should have previous administrative experience, preferably familiar with EMIS Web GP system. Good written and verbal communication skills are essential together with highly effective organisational and planning skills.
Person Specification
Qualifications
Essential
- Higher Degree or 2 years experience of GP clinical system EMIS WEB
Desirable
- Experience of working in a GP practice
Experience
Essential
- Excellent communication skills (written and oral). Applicants must have excellent I.T skills .Please see job description .
Desirable
- Experience of working in GP 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
Hylton Medical Group
Address
Pallion Health Centre
Hylton Road
Sunderland
SR4 7XF
United Kingdom
Employer's website
https://hyltonmedicalgroup.nhs.uk/ (Opens in a new tab)