GP Receptionist

Job description

Job responsibilities

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Job Responsibilities:

Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice

Deal with all general enquiries, explain procedures and make new and follow-up appointments.

Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.

Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.

Enter patient information on to the computer clinical system as required.

Patient notes and correspondence.

Retrieve and re-file records as required.

Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

Help to ensure the reception area, the waiting room and other common areas (kitchen, meeting room, hallways etc.) are kept clean and tidy.

Premises - open up premises at the start of the day when first to arrive and make all necessary preparations to receive patients.

Premises - if last to leave at the end of the day, ensure that the building is totally secured, internal lights are off, heaters off etc.

Ensure that all new patients are registered onto the computer clinical system promptly and accurately

Undertake the telephone recall of patients due for reviews, using the monthly provided lists. Document and code the calls.

Undertake any other additional duties appropriate to the post as requested by the Partners, the Practice Manager or the Reception Manager.

Person Specification

Experience

Essential

• Communication Skills: Excellent verbal and written communication, with a clear, polite, and professional telephone manner.
• IT Literacy: Strong IT skills, including proficiency in Microsoft Office (Word, Outlook) and the ability to learn clinical systems (EMIS Web)
• Customer Service Experience: Previous experience working with the general public, preferably in a receptionist or administrative role.
• Confidentiality & Discretion: Strict adherence to data protection (GDPR) and an understanding of confidentiality, as the role involves handling sensitive patient information.
• Ability to Work Under Pressure: Capability to handle a high-volume, fast-paced environment, often managing difficult conversations or distressed patients calmly.
• Organization & Multitasking: Ability to prioritize tasks, manage appointments, and maintain accurate records simultaneously.
• Flexibility: Availability to work varied hours to cover staff sickness, holidays, or extended hours.

Desirable

• Experience of working in primary care
• Experience of working in a 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

Regency Surgery

Address

Regency Surgery

4 Old Steine

Brighton

BN1 1FZ

Employer's website

https://www.regencysurgery.nhs.uk/ (Opens in a new tab)