Job Description

Walton Village Medical Centre is committed to providing high quality medical care in a friendly environment. We strive to deliver quality modern general practice in a traditional setting.
Main duties of the job
Depending on shift worked, to either open surgery at 8am or close at 6:30pm, answer phone calls, triage patients and signpost to appropriate services, book patients into appointment lists with appropriate clinicians, check e-mails and respond to third parties, process admin related to repeat prescriptions, print blood forms as needed, complete tasks on clinical system and patient messaging software as per practice policy, empty bins, carry stock from reception to the first floor and help to stock items.
About us
We are a small friendly team. As a result, our reception & admin team multitasks with several aspects of work including scanning letters, read coding, keeping the practice tidy and clean, triaging / signposting patients to the correct service and liaising with third party external organizations to facilitate patient care.
Details
Date posted
17 May 2025
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A4618-25-1705
Job locations
172 Walton Village
Liverpool
L4 6TW
Job description
Job responsibilities
-Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
- Dealing with general queries, make new and follow up appointments and explain procedures and processes.
-The reception of patients at the front desk, and management of their movements in the building.
- Opening and closing the practice as per shift timings.
-Dealing with all patients in surgery and via telephone. Using sound judgement and communication skills to ensure that patients with no prior appointment but who need urgent consultation are seen in a systematic and non-disruptive manner.
-Management of patient enquiries.

• Over the telephone, E-mail and face-to-face enquiries on front line.
• Insurance forms/Admin Forms (Consent Forms)
• On the front line with Hospital results
• Complaint Procedures

Telephone/Reception- includes taking messages and booking surgery
Appointments, arranging for doctor to visit.

• Messages from Hospitals, Coroners and other Medical Centres.
• Taking requests for home visits, printing off encounter forms.
• Cancelling clinics at short notice.

Making appointments for in house clinics and attached services.

• Faxing Referrals, entering details onto patients records.
• Making appointments via telephone

Registration of New patients.

• Checking patient has identification.
• Practice information given to patients.
• Making appointment for new patient medical.
• Putting new patients information on system.

Scanning and Read Coding of incoming mail on to patient electronic notes.

• Collect/retrieve practice post
• Scan on to patient electronic records.
• Read code where necessary
• Distribute electronically as necessary to clinicians

Processing of Insurance Reports requests.

• Disseminate to GPs and diarize for response within agreed timescales
• Liaise with originators, patients and colleagues
• Apply fees where appropriate
• Receive and verify payments (cheques) and forward to Finance Manager

Access electronic patient messaging software Example Patches to review requests and sort them into administrative/ Clinical and forward to relevant teams to process, within deadlines.
- Management of stationery file for practice and carrying stock from ground floor to the first floor to stock items.
-Ordering of biological samples and Lab Forms.
Management of repeat prescriptions.

• Taking request face to face, by telephone and fax on a daily basis.
• Postal requests
• Emergency prescriptions requests.
• Print/Copy prescriptions.
• Complete daily process: -

Prepare prescription or query
Liaise with GPs and Reception/Administrative Team
Informing patients of their normal test results or suitable action as deemed by the clinicians.

• Booking patients to see GP for urgent and nonurgent appointments
• Telephone patient to collect script.
• Inform patients normal/abnormal.

Tidies Doctors rooms and desk and replaces stocks and supplies.

• Collect Urine samples, Smears and Coil Trays ensure
• Replacement of these.
• Dispose biological samples as per practice policy.
• Empty bins in the building.
• Move bins to pavement for collection weekly.

Any Other administrative tasks as required from time to time by the practice.

• Handling, signing for and distributing packages.
• Handling samples over counter.
• Responsible for locking and opening of building.
• Train newly appointed members of staff.
• Handle cash i.e. Private medicals, insurance reports/letters
• Chase up referrals i.e. getting reports faxed over for GPs
• Chasing up hospital appointments and informing patients.
• Dealing with the chemist regarding prescriptions.
• Liaising with outside agencies.
• Retinopathy, PSS and Baby immunisations.
• Sorting post out and distributing it to relevant departments.
• TCIs and Mail Administrator duties.
• Maternity.
• Registration Links
• General office duties; filing, Scanning, faxing and photocopying etc.

Job description
Job responsibilities
-Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
- Dealing with general queries, make new and follow up appointments and explain procedures and processes.
-The reception of patients at the front desk, and management of their movements in the building.
- Opening and closing the practice as per shift timings.
-Dealing with all patients in surgery and via telephone. Using sound judgement and communication skills to ensure that patients with no prior appointment but who need urgent consultation are seen in a systematic and non-disruptive manner.
-Management of patient enquiries.

• Over the telephone, E-mail and face-to-face enquiries on front line.
• Insurance forms/Admin Forms (Consent Forms)
• On the front line with Hospital results
• Complaint Procedures

Telephone/Reception- includes taking messages and booking surgery
Appointments, arranging for doctor to visit.

• Messages from Hospitals, Coroners and other Medical Centres.
• Taking requests for home visits, printing off encounter forms.
• Cancelling clinics at short notice.

Making appointments for in house clinics and attached services.

• Faxing Referrals, entering details onto patients records.
• Making appointments via telephone

Registration of New patients.

• Checking patient has identification.
• Practice information given to patients.
• Making appointment for new patient medical.
• Putting new patients information on system.

Scanning and Read Coding of incoming mail on to patient electronic notes.

• Collect/retrieve practice post
• Scan on to patient electronic records.
• Read code where necessary
• Distribute electronically as necessary to clinicians

Processing of Insurance Reports requests.

• Disseminate to GPs and diarize for response within agreed timescales
• Liaise with originators, patients and colleagues
• Apply fees where appropriate
• Receive and verify payments (cheques) and forward to Finance Manager

Access electronic patient messaging software Example Patches to review requests and sort them into administrative/ Clinical and forward to relevant teams to process, within deadlines.
- Management of stationery file for practice and carrying stock from ground floor to the first floor to stock items.
-Ordering of biological samples and Lab Forms.
Management of repeat prescriptions.

• Taking request face to face, by telephone and fax on a daily basis.
• Postal requests
• Emergency prescriptions requests.
• Print/Copy prescriptions.
• Complete daily process: -

Prepare prescription or query
Liaise with GPs and Reception/Administrative Team
Informing patients of their normal test results or suitable action as deemed by the clinicians.

• Booking patients to see GP for urgent and nonurgent appointments
• Telephone patient to collect script.
• Inform patients normal/abnormal.

Tidies Doctors rooms and desk and replaces stocks and supplies.

• Collect Urine samples, Smears and Coil Trays ensure
• Replacement of these.
• Dispose biological samples as per practice policy.
• Empty bins in the building.
• Move bins to pavement for collection weekly.

Any Other administrative tasks as required from time to time by the practice.

• Handling, signing for and distributing packages.
• Handling samples over counter.
• Responsible for locking and opening of building.
• Train newly appointed members of staff.
• Handle cash i.e. Private medicals, insurance reports/letters
• Chase up referrals i.e. getting reports faxed over for GPs
• Chasing up hospital appointments and informing patients.
• Dealing with the chemist regarding prescriptions.
• Liaising with outside agencies.
• Retinopathy, PSS and Baby immunisations.
• Sorting post out and distributing it to relevant departments.
• TCIs and Mail Administrator duties.
• Maternity.
• Registration Links
• General office duties; filing, Scanning, faxing and photocopying etc.

Person Specification
Qualifications
Essential

• GCSE grade A to C in English & Maths.
• IT Skills / GCSE in ICT
• Good clear communication skills.

Desirable

• GP surgery experience.
• Qualified to NVQ level 2 in Health and Social Care.

Experience
Essential

• IT Skills or ability to pick up these skills via observation & practice only.

Desirable

• Experience of working in primary care or GP Practice.

Person Specification
Qualifications
Essential

• GCSE grade A to C in English & Maths.
• IT Skills / GCSE in ICT
• Good clear communication skills.

Desirable

• GP surgery experience.
• Qualified to NVQ level 2 in Health and Social Care.

Experience
Essential

• IT Skills or ability to pick up these skills via observation & practice only.

Desirable

• Experience of working in primary care or GP Practice.