Job Description

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
Answering telephone calls, booking appointments, and handling enquiries
Managing patient check-ins and ensuring accurate registration details
Processing repeat prescription requests and passing on messages to clinicians
Maintaining patient confidentiality at all times
Supporting the clinical team with general administrative tasks
Filing, scanning, and updating patient records using clinical systems
Liaising with other healthcare providers and services as needed
Assisting with the smooth day-to-day running of the reception area
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.
Details
Date posted
23 July 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time, Flexible working
Reference number
E0054-25-0017EXM
Job locations
St. Charles Hospital
Exmoor Street
London
W10 6DZ
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 Responsibilities
In 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 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 Responsibilities
In 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 working on EMIS or System One
• Experience working with the general public.

• Experience in administrative duties;
• Experience working in a health care setting;

• Educated to GCSE level or equivalent;
• GCSE Mathematics & English (C or above);
• AMSPAR Receptionists Qualification;
• NVQ Level 2 in Health and Social Care;

• Experience working on EMIS or System One
• Experience working with the general public.

• Experience in administrative duties;
• Experience working in a health care setting;