Job Description

Job summary

The Medical Receptionist role is for an enthusiastic, positive, self-motivated individual who can work both independently and as part of our growing team. Our reception team are the first link for many patients and visitors who come to the surgery. The role varies on a day-to-day basis including greeting patients as they arrive and checking them in, collecting patient notes and ensure that these vital records go to the right healthcare professional. The day-to-day also involves using the clinical system and other software programmes to make appointments, booking patient transport, booking interpreters and dealing with test results. In addition, responding to tasks from clinical and non-clinical staff, liaising with external community services and emergency services and general administration.

Our reception team meet regularly to discuss best practice and ways of improving our service; we work very closely with other teams within the practice and community.

Desired skills include:

efficiency and ability to multi-task good communication skills discretion and respect for confidentiality a friendly, sympathetic/reassuring manner great team-working knowledge and use of Microsoft Office suite positive, can-do attitude flexibility

Major duties and responsibilities of the post:

6.1.

Management of appointment systems

1. Ensure total familiarity with all appointment systems in effect including regular and incidental variations.

2. Book appointments and recalls ensuring sufficient information is recorded to retrieve medical record and adequate time is given for the purpose of the appointment

3. Monitor effectiveness of the system and report any problems or variations required.

6.2

Reception duties

1. Ensure that patients without appointments but who need "urgent consultation" are seen in a logical and non-disruptive manner.

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

3. Advise patients of relevant charges for private services, accept payment and issue receipts for the same.

4. Respond to all queries and requests for assistance from patients, doctors and other visitors.

5. Enter requests on the computer for home visits including all relevant information and ensure the doctor is informed, print the necessary paperwork to accompany home visit requests

6. Ensure that requests for prescriptions are actioned where possible within two working days. This will entail either handwriting or computer generating scripts. File/Fax prescriptions when required.

7. Ensure reception and waiting areas are kept neat and tidy, tidy and sort magazines, toys and leaflets, discarding old or damaged items as necessary

8. Open and distribute mail

9. Post mail when required

10. Watch for and report to the manager on behalf of the partners any matters affecting safety or security, ensuring all clinic rooms are locked when not in use

11. Ensure samples are placed in the courier box within adequate time for collection

12. Ensure all patients blood forms are ready and in order for the next days phlebotomy clinic in line with staff rota

13. Ensure all 'practice notes' are processed on a daily basis

14. Assist with photocopying when required

15. Liaise with attached staff, including district nurses, midwifes and counsellors etc as required

16. Provide adequate support to assist locum staff

17. To wear smart and appropriate clothing and footwear complying with the practice uniform policy

18. Generate patient referral letters and any other correspondence when requested.

6.3

Management of medical records

1. Update patients' medical records by scanning documents into patients computerised medical records according to the scanning protocol.

2. Ensure correspondence, reports, results etc are filed in correct record. Report any misfiled documents to manager.

3. Summarise patients medical information and add it to patients' computerised medical records summary according to the note summarising protocol.

4. Read code patient information as requested in accordance with practice protocol.

6.4

Operation of telephone system:

1. Receive and make calls as required. Divert calls and take messages as appropriate.

2. Ensure that system is operational at the beginning of each day and that any other telephone operations which you are responsible for are undertaken.

3. Ensure telephone lines are switched over to night service at the end of the day.

6.5

Operational duties:

1. Chaperone patients when requested by a doctor/nurse if a practice nurse or HCA is

not

available and the examination is deemed urgent if charperone trained.

6.6.

Start and end of day procedures:

1. Open up premises at the start of the day and make all necessary preparation to receive patients.

2. Secure premises at end of day, tidy waiting areas, kitchen etc

6.7

Preparation of consulting rooms, monitoring of waiting rooms:

1. Ensure rooms are neat and tidy at start and end of consulting sessions.

2. Monitor waiting rooms to ensure that they are kept in a reasonably neat and tidy manner.

3. Ensure that correct names on the door before the surgery starts.

4. Remove any cups/mugs.

5. Remove any unwanted notes and other patient related information for filing

6.8

Housekeeping duties:

1. Participate in preparation of tea/coffee for doctors and staff.

2. Generally ensure the tidiness of the practice's working areas.

6.9

Data processor:

Data processors are responsible for the processing of personal data on behalf of the data controller. Processors must ensure that processing is lawful and that at least one of the following applies:

The data subject has given consent to the processing of his/her personal data for one or more specific purposes Processing is necessary for the performance of a contract to which the data subject is party, or in order to take steps at the request of the data subject prior to entering into a contract Processing is necessary for compliance with a legal obligation to which the controller is subject Processing is necessary in order to protect the vital interests of the data subject or another natural person Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child
At The Station Practice, all staff are classed as data processors as their individual roles will require them to access and process personal data.

7.0

Confidentiality

1. To ensure that all information held centrally by the practice relating to the patient's health, medical treatment, personal details and registration details remains confidential to the practice and patient. Any breach of such would be regarded as grounds for disciplinary action.

2. To ensure that all requests for medical information about a patient from external organisations and patients family members is legitimate, complies with Access to Medical Records and other legislation, has the written consent of the patient and practice.

Employer details/ Employer name

The Station Practice

The Station Plaza Health Centre

Station Approach

Hastings

TN34 1BA

London

W13 9NZ

Job Type: Part-time

Pay: 12.21 per hour

Expected hours: 27 per week

Experience:

Medical Receptionist: 1 year (preferred) GP Practice: 1 year (preferred)
Work Location: In person

Application deadline: 30/07/2025
Reference ID: Med Recept1/July25