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
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Answering telephone calls, booking appointments, and handling enquiries
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Managing patient check-ins and ensuring accurate registration details
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Processing repeat prescription requests and passing on messages to clinicians
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Maintaining patient confidentiality at all times
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Supporting the clinical team with general administrative tasks
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Filing, scanning, and updating patient records using clinical systems
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Liaising with other healthcare providers and services as needed
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Assisting with the smooth day-to-day running of the reception area
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Ensuring waiting areas remain tidy and welcoming
About us
Exmoor Surgery is a friendly and well-established NHS GP practice based in the St Charles Centre for Health and Wellbeing, W10 London. We provide a full range of primary care services including chronic disease management, women's health, minor surgery, and health checks. As part of the West London GP Federation and NeoHealth PCN, we also offer evening and weekend appointments. With a welcoming team, modern facilities, and a strong focus on patient care, we are proud to support the health and wellbeing of our local community.
Job description
Job responsibilities
As a key part of the front-of-house and administrative team, the Medical Receptionist will play a vital role in ensuring the smooth operation of the practice. The core responsibilities include:
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Managing all incoming correspondence from external agencies and processing it accurately and promptly
-
Scanning and uploading clinical documents into the relevant software system (EMIS or SystmOne), ensuring correct categorisation and assignment to patient records
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Reviewing incoming documents and directing them to the appropriate clinician for review and action
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Communicating effectively with patients, team members, and external services, both by phone and in person
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Photocopying, printing, and preparing documents as needed
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Providing general administrative support and covering for colleagues during periods of absence or high demand
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Accurately inputting data into patient health records in accordance with confidentiality and data protection guidelines
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Handling patient and internal queries in a timely and efficient manner
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Maintaining a clean, organised and professional reception and workspace environment
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Supporting clinical staff with day-to-day administrative and clerical tasks
-
Managing administrative duties related to patient results, referrals, and clinical letters
Secondary ResponsibilitiesIn addition to core tasks, the Medical Receptionist may also be responsible for:
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Managing and monitoring the patient appointment system efficiently
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Handling appointment bookings and cancellations via phone, online platforms, or in person
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Answering incoming telephone calls, handling enquiries, and redirecting calls as appropriate
-
Signposting patients to the appropriate clinician, service, or department
-
Participating in audits and administrative projects when required
-
Processing incoming faxes and electronic correspondence
-
Scanning patient-related documents and ensuring accurate attachment to clinical records
-
Performing opening and closing procedures in line with the reception rota
Job description
Job responsibilities
As a key part of the front-of-house and administrative team, the Medical Receptionist will play a vital role in ensuring the smooth operation of the practice. The core responsibilities include:
-
Managing all incoming correspondence from external agencies and processing it accurately and promptly
-
Scanning and uploading clinical documents into the relevant software system (EMIS or SystmOne), ensuring correct categorisation and assignment to patient records
-
Reviewing incoming documents and directing them to the appropriate clinician for review and action
-
Communicating effectively with patients, team members, and external services, both by phone and in person
-
Photocopying, printing, and preparing documents as needed
-
Providing general administrative support and covering for colleagues during periods of absence or high demand
-
Accurately inputting data into patient health records in accordance with confidentiality and data protection guidelines
-
Handling patient and internal queries in a timely and efficient manner
-
Maintaining a clean, organised and professional reception and workspace environment
-
Supporting clinical staff with day-to-day administrative and clerical tasks
-
Managing administrative duties related to patient results, referrals, and clinical letters
Secondary ResponsibilitiesIn addition to core tasks, the Medical Receptionist may also be responsible for:
-
Managing and monitoring the patient appointment system efficiently
-
Handling appointment bookings and cancellations via phone, online platforms, or in person
-
Answering incoming telephone calls, handling enquiries, and redirecting calls as appropriate
-
Signposting patients to the appropriate clinician, service, or department
-
Participating in audits and administrative projects when required
-
Processing incoming faxes and electronic correspondence
-
Scanning patient-related documents and ensuring accurate attachment to clinical records
-
Performing opening and closing procedures in line with the reception 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 on EMIS or System One
- Experience working with the general public.
Desirable
- Experience in administrative duties;
- Experience working in a health care setting;
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 on EMIS or System One
- Experience working with the general public.
Desirable
- Experience in administrative duties;
- Experience working in a health care setting;
