Senior Medical Receptionist

Job description

Job responsibilities

Provide leadership and guidance to junior receptionists, overseeing daily tasks, and ensuring effective teamwork.

General office administration duties, including typing, photocopying, and faxing, as well as any other tasks that may be assigned and are relevant to the role.

Managing unassigned clinical and non-clinical tasks, with weekly monitoring to ensure all tasks are addressed and actioned promptly and efficiently.

Managing the appointment system, including adding all clinical and non-clinical rotas to SystmOne. This is updated monthly or whenever there is a change, such as GP sickness or other system adjustments.

Responsible for managing medical records, ensuring all records are accurately maintained. This includes inputting clinical data and scanning documents into the clinical system in a timely and precise manner.

Managing repeat prescribing, ensuring that all staff are trained and competent in handling repeat prescriptions. This includes processing any electronic patient requests promptly and accurately.

Serve as a point of reference for internal telephone inquiries, taking appropriate action or redirecting them to the relevant person or department as needed.

Generate reports and letters in line with service guidelines, ensuring accuracy and compliance with established protocols.

Issue repeat prescriptions and address any prescription-related queries promptly and efficiently.

Perform general administrative and clerical tasks, including photocopying, filing, and faxing, as required.

Maintain effective and efficient office systems and procedures, ensuring adequate supplies of forms, leaflets, and stationery are always available.

Manage diaries effectively as required by management, ensuring scheduling is organized and efficient.

Process incoming and outgoing mail, taking appropriate action as required.

Maintain an efficient filing and records system, including the management of medical secretarial services.

Collate data and prepare reports or returns as required by management, in accordance with the appropriate grade.

SAS -

Receive and manage all SAS new patient notifications, collating required information about patients enrolled in the scheme. Send initial introductory letters to patients, and regularly audit the SAS list to identify individuals who have left without permission. Review patient registrations, gather information from previous GPs, and place alerts on systems related to the Special Allocation Scheme. Contact each new patient to explain the purpose and process of the scheme, including how it operates, its intended goals, and progression off the scheme as behavioural changes are observed. Arrange appropriate security cover for appointments when necessary. Complete SAS submissions in a timely and accurate manner.

Responsible for patient registrations and deductions, including managing EDI links. Ensure that all registration packs are up-to-date with accurate patient information. Monitor EDI links daily, taking prompt action on registrations, deductions, and any changes to patient records, including patient deaths.

Assist in the management of user ID security levels, Smartcards and passwords.

Support Reception staff in their key duties by working closely with the Reception/Admin team. Allocate daily tasks to team members and ensure that all main working areas are kept organized and up to date.

Covering reception as and when required to cover sickness, annual leave and lunches.

Deal with more complex enquiries from patients in the absence of Practice Manager.

Ensure the smooth running of all clinical sessions.

Ensure that patient information is up to date.

Assisting the practice manager in patient complaints and following procedure including significant events.

First contact for complaints or concerns relevant to the running of reception/ appointments.

Collect ideas and put forward ideas for improvement.

Collecting and collating data for reports and audits. Utilise SystmOne to perform searches to extract patient data for the preparation of reports.

Maintain patients, staff and visitors safety and security within reception waiting areas.

Maintain the tidiness, safety and security of the patient waiting areas.

Maintain the tidiness of consulting rooms after use including ensuring correct disposal of clinical waste, restocking of stationary, clinical and other supplies.

Work safely at all times in accordance with legislative requirements and Practice Policy and Procedures.

Provide cover for colleagues on a rota basis for periods of annual leave, sickness or other leave.

Undertake relevant training and development opportunities to meet the changing needs of the role and improve personal skills.

Attend staff meetings and Practice learning times as necessary.

Open or secure building as required and ensure all security procedures are completed (Out of Hours telephone arrangements, securing prescriptions and records, switching on/off computers, securing doors/windows, setting/unsetting alarm, etc).

Undertake other duties and responsibilities commensurate with the grade of the position.

Maintain patients, staff and visitors safety and security within reception waiting areas.

Person Specification

Other

Essential

• Able to maintain strict confidentiality in all aspects of work.
• Excellent communication and interpersonal skills, both over the phone and in person.
• Capable of adapting communication to suit a range of individuals and their specific needs.
• Strong keyboard skills and proficient in Microsoft Office.
• Good organizational and time management abilities.
• Able to remain calm under pressure.
• Tactful, diplomatic, and empathetic in all interactions.
• Flexible and willing to provide cover for annual or sick leave on a rota basis, sometimes at short notice.
• Capable of working independently or as part of a team.
• Positive and adaptable approach to changing working conditions.
• Proficient at planning, organizing, and managing own time and workload effectively.

Desirable

• Strong understanding of Data Protection and Information Governance principles.
• Knowledge of health and safety regulations in the workplace.
• Committed to the Social Enterprise model of business and patient care.

Qualifications

Essential

• A good standard of education, with GCSEs, O Levels, or equivalent in English and Maths at grade C or above.
• Evidence of higher education in an administrative or business-related field.
• Willingness to undertake further training and development as required.

Desirable

• Practice receptionist (e.g.PRP, NCFE) or Customer Care (e.g.NVQ) qualification.
• Digital or IT qualification.

Experience

Essential

• Previous experience as a team lead or supervisor.
• Previous experience of training others.
• Previous experience in a customer-focused role.
• Experience working with individuals from diverse backgrounds and cultures.

Desirable

• Previous experience working in a GP practice.
• Familiarity with GP practice clinical software, particularly TPP System 1, including reporting and summarizing.
• Previous clerical and administrative experience in primary care.

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

Bevan Community Benefit Society

Address

Bevan Healthcare

Piccadilly

Bradford

West Yorkshire

BD1 3LS

Employer's website

https://wearebevan.co.uk/ (Opens in a new tab)