Job summary
As a Patient Services Receptionist Administrator, you'll be the welcoming face and voice of
our practice, playing a vital role in creating a positive experience for our
patients and visitors.
Imagine being the first point of contact, where your warm smile and
helpful nature set the tone for the entire patient journey. You'll manage
appointments, handle enquiries, and ensure the smooth flow of patients through
the practice. Your organisational skills and attention to detail will be key in maintaining efficient operations and supporting our
healthcare team.
If you're passionate about helping others, thrive in a
fast-paced environment, and have a knack for communication, we want you to join
us!
Key
responsibilities include:
Responding to triage requests: sending booking
links and signposting patients to local services
Answering/forwarding incoming calls
Booking appointments
Organizing hospital transport
Patient Registrations
Opening the Surgery in the morning and closing
securely in the evening
Summarising and management of patient records
Monitoring and distributing emails
Completing tasks from GPs
Managing record movements
Generating and distributing of Care Plans
Patient Access and Proxy Access registration
Main duties of the job
Welcoming patients and visitors with a friendly and professional demeanour, ensuring they feel
comfortable and informed.
Scheduling,
rescheduling, and cancelling appointments using the practice's booking system,
and ensuring efficient use of time and resources.
Responding to Triage
requests.
Answering phone
calls and responding to emails, providing information, and directing queries to
the appropriate staff members
Assisting new
patients with the registration process and updating existing patient records as
needed.
Performing general
administrative tasks such as filing, photocopying, and managing correspondence.
Ensuring patient
records are accurate, up-to-date, and stored securely in compliance with
confidentiality and data protection regulations.
Keeping the
reception and waiting areas tidy and organised, and ensuring that information
displays are current and relevant.
Processing payments
for services and managing billing enquiries.
Being aware of and
following the practice's emergency procedures when necessary.
About us
We
pride ourselves on providing a supportive atmosphere where every team member is
valued and empowered to make a difference. Our team is a diverse group of
dedicated professionals who are passionate about delivering exceptional care
and service to our patients and community.
Our
practice is a place where ideas are shared freely, and innovation is
encouraged. We celebrate successes together and support each other through
challenges, creating a sense of belonging and camaraderie. We believe in continuous
learning, and mutual support. Each member brings unique skills and
perspectives, contributing to a rich and dynamic work environment.
Our
work ethic is professionalism, integrity, and a commitment to excellence. We
strive to exceed expectations and deliver the highest standard of care. Our
team is proactive, adaptable, and always ready to go the extra mile to ensure
the best outcomes for our patients.
We
are committed to your growth and offer opportunities for training, mentorship,
and career advancement.
We
understand the importance of work life balance.You'll be part of a team
that values your contributions and supports your well-being.
We
embrace technology and innovation to enhance our services and reduce
administrative burdens.
Be
part of a team that makes a tangible difference in the lives of our patients
and the wider community.
Job description
Job responsibilities
To assist patients to access quality care and
services from the practice within the correct time frame. The role requires the ability to work in a
fast-paced environment and be able to communicate effectively with patients and
colleagues promoting robust collaborative working.
Main Responsibilities
Checking
patients in and out of GP/nurse appointments
Answering/forwarding
incoming calls
Updating
surgery phone message in response to urgent news matters or capacity Limits.
Process
Total Triage requests/queries including signposting to relevant services and
booking appointments or sending self-book links
Using
digital solutions to communicate via text and email.
Collecting
private administrative service payments
Document
and report urgent results from pathology
Handling
and answering enquiries accurately without breaching patient confidentiality
or providing medical advice or making any clinical judgements.
Reception
Housekeeping
Ensuring
the agreed process for the Opening and closure of the practice in followed and
all safety and security steps are taken.
Data entry of childhood immunisations
Monitoring and distributing emails from
practice email account.
Management of Registrations and deductions,
including medical record summarising
Online Access and Proxy Access account
management
Death notification administration
Managing medical record movements using PCSE
and Oasis
Care Home administrative support including
Care Plan management
Smartcard administration
Seasonal vaccination administration and clinic
support
Clinical
system tasks (EMIS)
Checking
in visitors to Reception
Producing
new patient packs
Processing
the subject access requests from patients and other organisations
Take
deliveries and ensure they are stored safely
Actioning
patient transport booking requests
Alerting the Safeguarding team of any
concerns or urgent actions needed.
General
Be responsible for maintaining Health and Safety
standards within the business,
in line with the Health and Safety policy
To ensure ongoing compliance with CQC essential standards
To ensure compliance with all GDPR and data security
policies
Adhere to all business protocols and SOPs.
To comply with the Practice HR policies
Always ensure effective and professional communications.
Take an active part in practice performance review system
Complete relevant (mandatory) training and ensure agreed
deadlines are met.
Attend internal and external meetings as required.
To support sustainability practices and recognise the
shared responsibility of carrying out duties in a resource efficient way.
Demonstrate due regard for safeguarding and promoting the
welfare of children and adults.
Job description
Job responsibilities
To assist patients to access quality care and
services from the practice within the correct time frame. The role requires the ability to work in a
fast-paced environment and be able to communicate effectively with patients and
colleagues promoting robust collaborative working.
Main Responsibilities
Checking
patients in and out of GP/nurse appointments
Answering/forwarding
incoming calls
Updating
surgery phone message in response to urgent news matters or capacity Limits.
Process
Total Triage requests/queries including signposting to relevant services and
booking appointments or sending self-book links
Using
digital solutions to communicate via text and email.
Collecting
private administrative service payments
Document
and report urgent results from pathology
Handling
and answering enquiries accurately without breaching patient confidentiality
or providing medical advice or making any clinical judgements.
Reception
Housekeeping
Ensuring
the agreed process for the Opening and closure of the practice in followed and
all safety and security steps are taken.
Data entry of childhood immunisations
Monitoring and distributing emails from
practice email account.
Management of Registrations and deductions,
including medical record summarising
Online Access and Proxy Access account
management
Death notification administration
Managing medical record movements using PCSE
and Oasis
Care Home administrative support including
Care Plan management
Smartcard administration
Seasonal vaccination administration and clinic
support
Clinical
system tasks (EMIS)
Checking
in visitors to Reception
Producing
new patient packs
Processing
the subject access requests from patients and other organisations
Take
deliveries and ensure they are stored safely
Actioning
patient transport booking requests
Alerting the Safeguarding team of any
concerns or urgent actions needed.
General
Be responsible for maintaining Health and Safety
standards within the business,
in line with the Health and Safety policy
To ensure ongoing compliance with CQC essential standards
To ensure compliance with all GDPR and data security
policies
Adhere to all business protocols and SOPs.
To comply with the Practice HR policies
Always ensure effective and professional communications.
Take an active part in practice performance review system
Complete relevant (mandatory) training and ensure agreed
deadlines are met.
Attend internal and external meetings as required.
To support sustainability practices and recognise the
shared responsibility of carrying out duties in a resource efficient way.
Demonstrate due regard for safeguarding and promoting the
welfare of children and adults.
Person Specification
Qualifications
Desirable
- GCSE minimum Grade C in English or equivalent
Personal Attributes
Essential
- A team player with a positive outlook and strong work ethic
- The ability to use own initiative and know when to seek advice.
- Motivated and proactive
- Punctual and Resilient
- Ability to be work under pressure to tight deadlines.
- Acts with professional integrity at all times
- Committed to high standards of quality and seeks to improve patient experience.
- Ability to develop and maintain strong, effective, and professional working relationships.
- Flexibility in working hours when necessary.
- Receptive to change.
- Treats other people fairly and respectfully
- Has a manner, style and presence that makes a
- positive impression
- Listens to and considers others views.
- Has a manner, style and presence that makes a
- positive impression
Skills
Essential
- High standards of accuracy and attention to detail
- Excellent written and verbal communication skills
- Good level of IT skills, competent in Outlook, Word, and Excel
- Strong organisational skills with a systematic approach to problem solving.
- Excellent time management with the ability to prioritise, plan and ensure objectives are met.
- Ability to multi-task within a demanding environment
- Good interpersonal skills with a confident and professional telephone manner
- Excellent customer service skills
Experience
Essential
- Ability to work effectively within and between teams to achieve common objectives.
Desirable
- Experience of working in a busy office with a strong customer service ethos
- Experience of working in a healthcare environment
- Experience of using systems for data entry
- Experience of providing administration support
- Experience of working in a healthcare environment
- Experience of EMIS Web
Person Specification
Qualifications
Desirable
- GCSE minimum Grade C in English or equivalent
Personal Attributes
Essential
- A team player with a positive outlook and strong work ethic
- The ability to use own initiative and know when to seek advice.
- Motivated and proactive
- Punctual and Resilient
- Ability to be work under pressure to tight deadlines.
- Acts with professional integrity at all times
- Committed to high standards of quality and seeks to improve patient experience.
- Ability to develop and maintain strong, effective, and professional working relationships.
- Flexibility in working hours when necessary.
- Receptive to change.
- Treats other people fairly and respectfully
- Has a manner, style and presence that makes a
- positive impression
- Listens to and considers others views.
- Has a manner, style and presence that makes a
- positive impression
Skills
Essential
- High standards of accuracy and attention to detail
- Excellent written and verbal communication skills
- Good level of IT skills, competent in Outlook, Word, and Excel
- Strong organisational skills with a systematic approach to problem solving.
- Excellent time management with the ability to prioritise, plan and ensure objectives are met.
- Ability to multi-task within a demanding environment
- Good interpersonal skills with a confident and professional telephone manner
- Excellent customer service skills
Experience
Essential
- Ability to work effectively within and between teams to achieve common objectives.
Desirable
- Experience of working in a busy office with a strong customer service ethos
- Experience of working in a healthcare environment
- Experience of using systems for data entry
- Experience of providing administration support
- Experience of working in a healthcare environment
- Experience of EMIS Web
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.