About this role
Job summary
To be responsible for undertaking a wide range of administration duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, scanning and processing of documents, processing and filtering medical reports and letters via DOCMAN; some reception duties including greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required.
To act as the central point of contact for patients letters, reports and other such documentation and ensuring the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Main duties of the job
Greeting patients and visitors in a professional and friendly manner
Answering telephone calls, booking appointments, and handling enquiries
Managing patient check-ins and ensuring accurate registration details
Processing repeat prescription requests and passing on messages to clinicians
Maintaining patient confidentiality at all times
Supporting the clinical team with general administrative tasks
Filing, scanning, and updating patient records using clinical systems
Liaising with other healthcare providers and services as needed
Assisting with the smooth day-to-day running of the reception area
Ensuring waiting areas remain tidy and welcoming
About us
The Mandeville Practice is committed to providing high quality clinical services to NHS patients, with a strong focus on professionalism and care at every stage. What truly sets us apart is the way we deliver our care with compassion, respect and a patient-centred approach. From the moment of referral through to diagnosis and treatment, we strive to ensure each patient receives thoughtful and effective care. We are proud to uphold a strict policy of non-discrimination, regardless of race, gender, social background, age, religion, sexual orientation, appearance, disability or medical condition. At The Mandeville Practice, patients always come first.
Job description Job responsibilities
The following are the core responsibilities of the administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Receive correspondence from external agencies and process accordingly
b. Scanning documents to the relevant software programme and logging them
c. Filtering documents suitably according to need and passing to the relevant clinicians to read and action
d. Initiating contact with and responding to, requests from patients, team members and external agencies
e. Photocopy documentation as required
f. Support administrative staff, providing cover during staff absences
g. Input data into the patients healthcare records as necessary
h. Manage all queries as necessary in an efficient manner
i. Maintain a clean, tidy, effective working area at all times
j. Support all clinical staff with general tasks as requested
k. Completion of administrative tasks in relation to patient results and letters
Secondary Responsibilities
In addition to the primary responsibilities, the receptionist may be requested to:
a. Maintaining and monitoring the practice appointment system
b. Process personal, telephone and e-requests for appointments
c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
d. Signpost patients to the correct service
e. Partake in audit as directed by the audit lead
f. Action incoming faxes when necessary
g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records
h. Complete opening and closing procedures in accordance with the duty rota
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent; GCSE Mathematics & English (C or above); AMSPAR Receptionists Qualification; NVQ Level 2 in Health and Social Care;
Experience Essential
Experience working with the general public.
Desirable
Experience in administrative duties; Experience working in a health care setting;
Employer details Employer name Primary Care Management Solutions Ltd
Address The Mandeville Surgery
Hannon Road
Aylesbury
Buckinghamshire
HP21 8TR
United Kingdom
Employer's website https://www.pcmsolutions.co.uk (Opens in a new tab)