Job Description

Orchard Surgery

Job Title

: Medical Receptionist

Hours

: 37 hours per week

Accountable to

: GP Partners & Practice Manager

Reports to

: Practice Manager / Lead Receptionist

Location

: Orchard Surgery, Norton & Endon Surgery

Job Summary

Our receptionists will receive, direct and assist our patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. They will also provide general administrative assistance to the practice team and act as a focal point of communication between patients, doctors and other medical and clerical staff. They will work at both our practice sites on a rota basis

Main Duties & Responsibilities:

The duties and responsibilities to be undertaken by members of the reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the partners, practice manager, assistant practice manager or lead receptionist, dependant on current and evolving practice workload and staff levels.

Effectively greet patients and visitors attending the surgery in an appropriate and professional manner at all times Run the surgery appointment system efficiently to ensure patients are directed to the most appropriate healthcare professional and setting Communicate with patients, relatives and carers using all methods available including telephone, face-to-face, text messages and e-mails Process in person, by telephone and e-mail general enquiries ensuring accuracy of detail in all messages and ensuring these are actioned as necessary Action all practice "tasks" and workflow comments daily in accordance with the practice policy Explain practice procedures and arrangements for patients wishing to register either permanently or temporarily and ensuring the patients are residing within the practice boundary and appropriate documents are completed Registration of patients, both permanent and temporary, and ensure information entered onto system is correct Process deduction of patients and receipt of medical records for newly registered patients Liaise with hospital departments and consultants/secretaries for additional information and test results as required Action repeat prescription requests and ensuring they are ready for collection by the patient within 48 hours Provide results of tests and investigations as requested and advised by the GP Inform patients of relevant charges for Non-NHS services, accept payment and issue receipts for same Update patient details to ensure correct and accurate details are held, i.e. correct address and telephone number Accurately scan and attach clinical and administrative information/correspondence onto patients' records Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to Issue correct and appropriate specimen containers and forms and ensure the correct information is obtained and completed on return of the specimen Raise service requests with members of the wider healthcare team including District Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other services Maintain supplies of stationery in consulting rooms and reception area Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients Ensure all practice computers are switched on/off at the beginning and end of each day When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated Ensure that the reception area is tidy at the end of each surgery session in preparation for incoming colleagues Organise the reception and waiting areas maintaining a tidy work area and a professional appearance of patient leaflets and notice boards Provision of refreshments as required, keeping kitchen area clean & tidy and ensuring all dishes are washed Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager

OTHER DUTIES & RESPONSIBILTIES

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff respect their privacy and act appropriately All information gained during employment relating to practice business, patients and their carers, practice staff or other healthcare workers must remain confidential at all times Information relating to patients, carers, colleagues, other healthcare workers of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal data and sensitive data Take responsibility for the coordination of procedures to safeguard confidentiality
Health & Safety

To assist in promoting and maintaining health, safety and security as defined in the practice Health & Safety Policy to include: Using personal security systems within the practice according to practice guidelines Identify risks involved in work activities and undertaking such activities in a way that manages those risks Make effective use of training and up-date knowledge and skills Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Report potential risks identified
Equality and Diversity

Act in a way that recognises the importance of peoples' rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights
Personal/Professional Development

Participate in any training programme implemented by the practice including Statutory and Mandatory training as required Participation in an annual performance review Responsible for maintaining a record of own personal and/or professional development Responsible for own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work
Maintain quality within the practice

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities Make suggestions on ways to improve and enhance the teams' performance Work effectively with individuals in other agencies to meet patient needs Effectively manage own time, workload and resources
Communication

Recognise the importance of effective communication within the team Communicate effectively with all visitors to the practice Recognise people's needs for alternative methods of communication and respond accordingly
Contribute to the implementation of services

Apply practice policies, standards and guidance Discuss with other members of the team how these affect own work Participate in audits Make suggestions and recommendation of how to change/improve services provided
Please note that as a member of the practice team, you should:

Implement maximum flexibility of work to maintain a high level of efficiency, i.e. working in any area of the practice if requested to do so, according to the needs of the practice Comply at all times to the Staff Contract, Standard Operating Procedures and any other practice rules and procedures, including CQC policies, Data Protection and GDPR
Working Environment

The role will usually be based within the practice covering both sites; however a temporary transfer or secondment may be required to other parts of the practice or alternative locations in case of an emergency or if the needs of the practice or PCN require

This job description is not intended to be an exhaustive list of all the tasks you will ever be expected to do, it is merely a guide to the main ones. The Practice Manager may well allocate other tasks to you from time to time and they will be discussed with you at the time

Job Types: Full-time, Part-time, Permanent

Pay: 12.21 per hour

Benefits:

Company pension
Education:

GCSE or equivalent (required)
Work Location: In person

Application deadline: 10/08/2025