Job summary
We are seeking an enthusiastic and hard-working Medical
Receptionist/Administrator to join our friendly team in the beautiful village
of Godstone.
This is a full-time position, working 37.5 hours per week, Monday
to Friday.
The role involves a combination of shifts, typically either 8.00am to 4.00pm or 10.30am to 6.30pm, with occasional late evening cover until 8.00pm on
Thursdays.
The practice team includes care coordinators, a clinical pharmacist, a first contact physiotherapist, three clinical lead GPs, and a supportive management team. We are a vibrant and friendly team, dedicated to delivering a high standard of healthcare and excellent customer service to our patients.
Main duties of the job
The main responsibilities of this role include handling
patient enquiries in person, over the telephone, and via our interactive
website and the NHS App.
You will manage patient requests through our digital
triage platform, as well as communicate with GPs and other healthcare
professionals to ensure a safe and efficient service is delivered to our 7,000
patients.
Daily administrative tasks will include booking
appointments, managing prescriptions, registering new patients, overseeing the
generic email inbox, and scanning and coding all incoming correspondence. This
includes clinic letters from hospital consultants and discharge summaries.
Our
clinical IT system is SystmOne, and we use Accurx as our digital messaging
platform. Full training will be provided as part of the induction process.
This is a varied role offering opportunities for in-house
training and professional development across the wider DHC GP Federation. It is
well suited to someone who thrives in a fast-paced environment where each day
brings new challenges and achievements.
About us
DHC is a GP Federation dedicated to supporting general practice in Surrey by providing high-quality healthcare. By working together, we develop health services that help our patients stay well, are efficient and meet the needs of our local stakeholders. We place people at the centre of everything we do.
We are registered with the CQC (Care Quality Commission) and are an accredited AQP (Any Qualified Provider). We value our team and provide strong leadership with great professional development, in a fun and friendly environment.
DHC is working at the centre of the local health system to evolve and deliver integrated care and that requires strong partnerships with many organisations. We put the patient at the center of their care, make sure our services are easy to access by local patients and reduce waiting times for patients. We are well placed to influence the wider system in making good choices for our population.
The benefits we offer include:
- Competitive salaries
- Membership of the NHS pension scheme
- 27 days annual leave plus bank holidays, increasing with length of service
- Access to an Employee Assistance Programme
- Opportunities for training, development and career progression
- Some of our sites have free on-site parking (subject to availability)
- We aim to be an employer of choice and conduct annual staff satisfaction surveys
DHC actively encourage and promote diversity, ensure all voices are heard and included and are committed to equal opportunities for all.
Job description
Job responsibilities
The primary aim of this role is to
ensure the smooth running of the surgery for both patients and clinicians by
operating an effective and efficient appointments system and providing
administrative support to all members of the practice team.
Main Duties and Responsibilities of the Post
Management of Electronic Medical Records
-
Ensure
that records are accurate, up to date, and comprehensive.
-
Scan
incoming documents into SystmOne using workflow templates to ensure correct
coding.
-
Record
patient interactions on SystmOne as directed.
-
Manage
communications from patients and healthcare professionals via the interactive
website and NHS App.
-
Process
recurrent prescription requests from patients safely and promptly.
Management of Paper Medical Records
-
Ensure
records are readily available for urgent consultations or as required.
-
Retrieve
and re-file records upon request, maintaining strict alphabetical order.
-
Keep
records neat, well-organised, and in good condition, ensuring all necessary
information is correctly recorded on the outer cover.
Management of the Appointment System
-
Maintain
full understanding of the appointment system, including regular and ad hoc
variations.
-
Book
appointments and recalls, ensuring all necessary information is documented in
accordance with our digital triage and signposting policy.
-
Monitor
patient flow into the waiting room, ensuring the appointment system accurately
reflects arrivals.
-
Report
any issues or inconsistencies with the system to the Practice Manager.
-
Book
home visits when appropriate.
Administrative Support
-
Provide
administrative support to the wider primary healthcare team.
-
Liaise
with consultants and their secretaries.
-
Respond
to general patient enquiries both by telephone and in person at reception, or
signpost to the appropriate service.
-
Monitor
the surgery's email inbox and take appropriate action on incoming documents.
- Undertake any other relevant duties as
required.
Individual Responsibilities
-
Adhere to DHC policies and procedures, as well
as relevant legislation, including the requirements of any professional bodies.
Attend mandatory training as identified by DHC. Pay particular attention to the
importance of Equality and Diversity, ensuring that all colleagues, patients,
clients, and visitors are treated in accordance with DHC policy.
-
Participate in reflection, self-evaluation, and
continuous professional development, including regular performance reviews.
Ensure that all mandatory training is kept up to date at all times.
-
Contribute to ongoing projects as required.
This job description outlines the main
responsibilities of the post and is not intended to be an exhaustive list of
duties. Responsibilities will evolve in line with organisational needs and may
be amended following consultation with the post-holder. Additional duties that
fall within the scope and level of responsibility of the role may also be
assigned in future.
Job description
Job responsibilities
The primary aim of this role is to
ensure the smooth running of the surgery for both patients and clinicians by
operating an effective and efficient appointments system and providing
administrative support to all members of the practice team.
Main Duties and Responsibilities of the Post
Management of Electronic Medical Records
-
Ensure
that records are accurate, up to date, and comprehensive.
-
Scan
incoming documents into SystmOne using workflow templates to ensure correct
coding.
-
Record
patient interactions on SystmOne as directed.
-
Manage
communications from patients and healthcare professionals via the interactive
website and NHS App.
-
Process
recurrent prescription requests from patients safely and promptly.
Management of Paper Medical Records
-
Ensure
records are readily available for urgent consultations or as required.
-
Retrieve
and re-file records upon request, maintaining strict alphabetical order.
-
Keep
records neat, well-organised, and in good condition, ensuring all necessary
information is correctly recorded on the outer cover.
Management of the Appointment System
-
Maintain
full understanding of the appointment system, including regular and ad hoc
variations.
-
Book
appointments and recalls, ensuring all necessary information is documented in
accordance with our digital triage and signposting policy.
-
Monitor
patient flow into the waiting room, ensuring the appointment system accurately
reflects arrivals.
-
Report
any issues or inconsistencies with the system to the Practice Manager.
-
Book
home visits when appropriate.
Administrative Support
-
Provide
administrative support to the wider primary healthcare team.
-
Liaise
with consultants and their secretaries.
-
Respond
to general patient enquiries both by telephone and in person at reception, or
signpost to the appropriate service.
-
Monitor
the surgery's email inbox and take appropriate action on incoming documents.
- Undertake any other relevant duties as
required.
Individual Responsibilities
-
Adhere to DHC policies and procedures, as well
as relevant legislation, including the requirements of any professional bodies.
Attend mandatory training as identified by DHC. Pay particular attention to the
importance of Equality and Diversity, ensuring that all colleagues, patients,
clients, and visitors are treated in accordance with DHC policy.
-
Participate in reflection, self-evaluation, and
continuous professional development, including regular performance reviews.
Ensure that all mandatory training is kept up to date at all times.
-
Contribute to ongoing projects as required.
This job description outlines the main
responsibilities of the post and is not intended to be an exhaustive list of
duties. Responsibilities will evolve in line with organisational needs and may
be amended following consultation with the post-holder. Additional duties that
fall within the scope and level of responsibility of the role may also be
assigned in future.
Person Specification
Experience
Essential
- Previous successful administration experience in a similar role (minimum of one year)
- Experience in using Word and email
Other Requirements
Essential
- Efficient and meticulous approach to tasks
Qualifications
Essential
- Minimum of GCSE (Grade A-C) or equivalent in English and Maths
Skills and Aptitudes
Essential
- Strong attention to detail and a focus on maintaining accuracy in all work
- Well-organised with excellent time management skills
- Ability to cope effectively with a busy workload
- Positive attitude and ability to remain calm under pressure
- Ability to form and maintain positive working relationships with colleagues and patients
- Capability to work constructively as part of a small team
- Able to maintain confidentiality at all times
Person Specification
Experience
Essential
- Previous successful administration experience in a similar role (minimum of one year)
- Experience in using Word and email
Other Requirements
Essential
- Efficient and meticulous approach to tasks
Qualifications
Essential
- Minimum of GCSE (Grade A-C) or equivalent in English and Maths
Skills and Aptitudes
Essential
- Strong attention to detail and a focus on maintaining accuracy in all work
- Well-organised with excellent time management skills
- Ability to cope effectively with a busy workload
- Positive attitude and ability to remain calm under pressure
- Ability to form and maintain positive working relationships with colleagues and patients
- Capability to work constructively as part of a small team
- Able to maintain confidentiality at all times
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.
