Job summary
As a Receptionist/Administrator at Gables Medicentre, you will be the welcoming face and supportive first point of contact for our patients across our Bedworth and Holbrooks sites. This role is central to the smooth running of our practice where you will help patients access the care they need, support our clinical and administrative teams and contribute to a positive, professional experience from the moment patients get in touch.
You will handle a variety of tasks including managing enquiries, supporting appointment processes and ensuring information flows efficiently through the practice. Each day brings opportunities to help people feel listened to, reassured and guided, making this an ideal role for someone who is organised, friendly and committed to excellent patient service.
If you enjoy a fast-paced environment, take pride in delivering high-quality work and want to be part of a team that cares about its community, this is a great opportunity to grow your skills within a supportive and professional primary care setting.
Main duties of the job
In this role, you will support patients throughout their journey with the practice whether greeting them at reception, answering calls or responding to online queries. You will manage appointment requests, pass on messages accurately and help ensure patients are directed to the right services in a timely and helpful manner.
Behind the scenes, you will play a key part in keeping the practice organised. This includes maintaining accurate records, processing correspondence, supporting clinicians with essential admin tasks and ensuring the reception area remains welcoming and well-presented. You will also help coordinate daily workflows, assist colleagues during busy periods and contribute to the overall efficiency of the practice.
This role is well suited to someone who enjoys working with people, is calm under pressure and values being part of a strong, supportive team.
About us
At Gables Medicentre, you will join a friendly, supportive and professional team that works closely together to deliver high-quality care across our Bedworth and Holbrooks sites. We pride ourselves on fostering a positive atmosphere where teamwork, communication and respect are at the heart of everything we do.
You will be supported by experienced colleagues who are committed to helping you settle into the role and develop your skills. Even on busy days, we work collaboratively to maintain a calm, organised environment that enables staff to do their best work and patients to receive the support they need.
We value reliability, compassion and a strong work ethic as well as encouraging continuous learning and personal development. Working with us means joining a practice that values its staff, promotes a caring and inclusive culture and offers a rewarding opportunity to contribute to your local community.
Job description
Job responsibilities
Key Responsibilities
Reception
-
Receiving
patients, consulting with members of practice team
-
Processing
personal and telephone requests for appointments, telephone consultations and
ensuring callers are directed to the appropriate healthcare professional
-
Register new
patients, checking all details for accuracy and enter on computer registration
link
-
Taking messages
and passing on information
-
Initiating
contact with and responding to requests from patients, other team member and
associated healthcare agencies and providers
General Administration
-
Processing and
distributing paper correspondence received into practice
-
Process outgoing
mail taking to post office and logging in post book
-
Filing and
retrieving paperwork
-
Computer data
entry/data allocation and collation; processing and recording information in
accordance with practice procedures
-
Providing
clerical assistance to practice staff as required, including word/data
processing, filing, photocopying, and scanning
-
Keeping the
reception area, notice boards, leaflet etc. tidy and presentable
-
Cover
sickness/annual leave and work reasonable overtime when required.
-
Perform any other
relevant and reasonable duties that may be requested by the Practice Manager,
reception manager or partners.
-
Undertake
statutory and mandatory training as required.
-
To provide an
efficient word processing service for GPs and health professionals as required.
This includes the typing of letters, patient referrals, etc. in an accurate and
quality manner.
-
To make
appointments, bookings and admissions as required.
-
To establish and
maintain filing and administrative systems so that written or computer
information is easily accessible and secure.
-
File patient
records and correspondence in patient medical records.
-
To receive
incoming and initiate outgoing telephone calls in order to facilitate timely
and appropriate communications with others, taking messages and dealing with
appropriate queries.
-
To assist with
the gathering of information re QOF, Audits, Enhanced service data when
required.
-
To provide cover
for members of the team during periods of sickness and annual leave.
-
Carry out
administrative tasks relating to patient records, including filing, document
management and ensuring patients can access reports, prescriptions and that
they are easily accessible.
Scanning Duties
-
Scan
patient-related documents onto their medical record using read codes as agreed
by the clinical team
-
Add any
additional information about the source of the document
-
Forward the
document to the doctor or nurse who initiated the referral or who is most
appropriate to receive the information
-
Ensure incoming
letters are scanned onto the patient record within a 48/72-hour timescale
-
Scan all internal
paper documents on to the relevant patients record and then store the
documents in line with surgery procedures.
Appointment System
Management
-
Book/edit/cancel
appointments and recalls ensuring sufficient information is recorded to
retrieve medical record.
-
Monitor
effectiveness of the system and report any problems or variations required.
-
Deal with home
visit requests, carefully noting all details
Medical Records
Management
-
Retrieve and
refile records as required, ensuring that strict alphabetical order is adhered
to.
-
Ensure
correspondence, reports, results, etc., are filed in correct record.
-
Ensure records
are kept neat and tidy and in good repair with all necessary information
recorded correctly on the outer cover.
-
Processing repeat
prescriptions in accordance with practice guidelines
-
Handing completed
repeat prescriptions to patient and checking names and address.
Consultation Room
Preparations
-
Clearing and
re-stocking of consulting rooms as required
-
Consulting rooms
prepared in readiness for each consulting session.
-
Rooms are checked
at the end of each consulting session and left tidy and secure.
Job description
Job responsibilities
Key Responsibilities
Reception
-
Receiving
patients, consulting with members of practice team
-
Processing
personal and telephone requests for appointments, telephone consultations and
ensuring callers are directed to the appropriate healthcare professional
-
Register new
patients, checking all details for accuracy and enter on computer registration
link
-
Taking messages
and passing on information
-
Initiating
contact with and responding to requests from patients, other team member and
associated healthcare agencies and providers
General Administration
-
Processing and
distributing paper correspondence received into practice
-
Process outgoing
mail taking to post office and logging in post book
-
Filing and
retrieving paperwork
-
Computer data
entry/data allocation and collation; processing and recording information in
accordance with practice procedures
-
Providing
clerical assistance to practice staff as required, including word/data
processing, filing, photocopying, and scanning
-
Keeping the
reception area, notice boards, leaflet etc. tidy and presentable
-
Cover
sickness/annual leave and work reasonable overtime when required.
-
Perform any other
relevant and reasonable duties that may be requested by the Practice Manager,
reception manager or partners.
-
Undertake
statutory and mandatory training as required.
-
To provide an
efficient word processing service for GPs and health professionals as required.
This includes the typing of letters, patient referrals, etc. in an accurate and
quality manner.
-
To make
appointments, bookings and admissions as required.
-
To establish and
maintain filing and administrative systems so that written or computer
information is easily accessible and secure.
-
File patient
records and correspondence in patient medical records.
-
To receive
incoming and initiate outgoing telephone calls in order to facilitate timely
and appropriate communications with others, taking messages and dealing with
appropriate queries.
-
To assist with
the gathering of information re QOF, Audits, Enhanced service data when
required.
-
To provide cover
for members of the team during periods of sickness and annual leave.
-
Carry out
administrative tasks relating to patient records, including filing, document
management and ensuring patients can access reports, prescriptions and that
they are easily accessible.
Scanning Duties
-
Scan
patient-related documents onto their medical record using read codes as agreed
by the clinical team
-
Add any
additional information about the source of the document
-
Forward the
document to the doctor or nurse who initiated the referral or who is most
appropriate to receive the information
-
Ensure incoming
letters are scanned onto the patient record within a 48/72-hour timescale
-
Scan all internal
paper documents on to the relevant patients record and then store the
documents in line with surgery procedures.
Appointment System
Management
-
Book/edit/cancel
appointments and recalls ensuring sufficient information is recorded to
retrieve medical record.
-
Monitor
effectiveness of the system and report any problems or variations required.
-
Deal with home
visit requests, carefully noting all details
Medical Records
Management
-
Retrieve and
refile records as required, ensuring that strict alphabetical order is adhered
to.
-
Ensure
correspondence, reports, results, etc., are filed in correct record.
-
Ensure records
are kept neat and tidy and in good repair with all necessary information
recorded correctly on the outer cover.
-
Processing repeat
prescriptions in accordance with practice guidelines
-
Handing completed
repeat prescriptions to patient and checking names and address.
Consultation Room
Preparations
-
Clearing and
re-stocking of consulting rooms as required
-
Consulting rooms
prepared in readiness for each consulting session.
-
Rooms are checked
at the end of each consulting session and left tidy and secure.
Person Specification
Qualifications
Essential
- GCSE English & Maths 9 - 3
- NVQ level 2 or equivalent Business/admin or customer service experience
Desirable
- NVQ Level 3 Business/admin
Experience
Essential
- Minimum of working in similar environment for 1 year
Desirable
- Able to use EMIS clinical computing system, however full training is available
- Experienced GP Receptionist
Person Specification
Qualifications
Essential
- GCSE English & Maths 9 - 3
- NVQ level 2 or equivalent Business/admin or customer service experience
Desirable
- NVQ Level 3 Business/admin
Experience
Essential
- Minimum of working in similar environment for 1 year
Desirable
- Able to use EMIS clinical computing system, however full training is available
- Experienced GP Receptionist
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.