GP Receptionist

The Upstairs Surgery

The closing date is 01 May 2025

Job summary

Were looking for a dedicated and friendly GP Surgery Receptionist to be the welcoming face of our practice. In this role, youll manage patient appointments, handle inquiries, and support our clinical team using EMIS WEB. Your organisational skills and experience with EMIS WEB will be essential in ensuring smooth operations and providing exceptional patient care.

If youre passionate about making a difference in patients lives and thrives in a busy environment, we want to hear from you! Join us in creating a supportive and efficient atmosphere that prioritises patient well-being. Your contributions will be valued, and youll be an integral part of our healthcare team!

Main duties of the job

Greet all patients and visitors professionally, both in person and on the phone.
Answer incoming calls, diverting them as needed and taking messages.
Handle general enquiries
Use judgment to manage walk-in patients needing urgent help
Address administrative queries and liaise with clinicians as necessary.
Manage appointments (make, cancel, rearrange).
Encourage patients to register for online services.
Monitor the reception handover book daily and take necessary actions.
Assist clinicians as required and arrange interpreters
Ensure patient information is current
Manage requests for medical reports and receipt of fees.
Open and prepare the reception area at the start of the day.
Ensure printers are stocked with prescription paper daily.
Book and confirm transport requests.
Prepare clinical rooms at the beginning and end of the day.
Maintain a tidy workspace and waiting area.
Collaborate as a team and ensure effective handovers at shift end.

Administration Duties:

Process repeat prescriptions accurately and efficiently.
Sort incoming correspondence for GPs and scan necessary documents.
Monitor and manage the practice email inbox.
Handle referrals and participate in performance-related recalls.
Action tasks set by clinicians in clinical systems and nhs.net email.

General Duties:

Familiarise with and comply with practice policies.
Cover for holidays and sickness when needed.
Keep the desk tidy at the end of each day.

About us

At The Upstairs Surgery, we are committed to providing high-quality, patient-centred care in a warm and welcoming environment. Our dedicated team consists of experienced healthcare professionals, including doctors, nurses, and support staff, all working collaboratively to ensure the best outcomes for our patients.

Our Atmosphere: We pride ourselves on fostering a friendly and supportive atmosphere. Our team values open communication and mutual respect, creating a workplace where everyone feels valued and empowered.

Work Ethic: Our work ethic is grounded in compassion and professionalism. We strive for excellence in every aspect of our service, from patient interactions to administrative tasks. Continuous learning and development are encouraged, allowing our staff to grow and adapt in a dynamic healthcare landscape.

Benefits of Working with Us: Working at The Upstairs Surgery comes with numerous benefits, including competitive salaries, flexible working hours, and opportunities for professional development. We prioritise work-life balance and offer a supportive environment where you can truly make a difference in patients lives.

Join us at The Upstairs Surgery, where your skills and dedication will be appreciated, and together we can enhance the health and well-being of our community!

Date posted

16 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A4554-25-0000

Job locations

Chadwell Heath Health Centre

Ashton Gardens

Romford

RM6 6RT

Job description

Job responsibilities

Job Summary

To be responsible for undertaking a wide range of administrative and receptionist duties which include registering patients, booking appointments, ensuring all information is managed correctly, filed and followed up accordingly. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the practice.

Main roles and responsibilities:

Reception

1. Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely.

2. Answer all incoming phone calls from patients and other healthcare professionals. Divert them as appropriate, and/or take and pass on messages.

3. Deal with general enquiries, explain procedures and policies to patients.

4. Using your own judgement and communication skills to ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

5. Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary.

6. Make/cancel/rearrange appointments via the clinical system.

7. Encouraging patients and following practices protocol to register for online services.

8. Daily monitoring of reception handover book and action as required.

9. Support and assist clinicians as required.

10. Arrange interpreters as necessary following protocol.

11. Ensure up to date patient information is recorded.

12. Give test results where appropriate.

13. Deal with requests and completed medical reports. Including the receipt of fees for such reports.

14. Open up reception area at the start of the day when first to arrive, and make all necessary preparations to receive patients.

15. When last to leave at the end of the day, ensure that the building is totally secure and internal lights are off.

16. Ensure GPs printers are full each day, ensuring to following prescription paper tracker protocol.

17. Booking and confirming transport requests.

18. Daily preparation of clinical rooms at the beginning and end of the day.

19. Keeping tidy the workspace and waiting area.

20. Working as a team member and at the end of each shift handing over the reception area and pointing out any items that have not been dealt with.

Administration Duties

1. Ensure that repeat prescriptions are done accurately and efficiently following protocol.

2. Sorting of incoming correspondence into relevant GPs inbox or Scan to notes box.

3. Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary.

4. Monitoring and action practice email inbox

5. Retrieve paper notes from storage unit as requested.

6. Photocopy documents as required.

7. Action tasks set by clinicians via the clinical systems and email.

8. Deal with referrals to primary and secondary care.

9. Take part in practices performance related recalls for patients. This will include inviting and booking patients in for reviews.

10. Respond to and action tasks within clinical systems.

11. Respond to and action nhs.net email inbox.

General Duties

1. Comply and familiarise yourself with the Practices policies and procedures.

2. Carry out any other duties as reasonably requested by the Doctors, Practice Manager or Assistant Practice Manager.

3. To cover when requested holidays and sickness.

4. Leave desk tidy at the end of each day.

5. Adhere to all practices policies and procedures.

Personal/Professional Development

The post holder will participate in any training programme implemented by the practice as part of this employment. The post holder must ensure that mandatory training is kept up to date by using Blue Stream Academy E-learning. The post holder must check emails and personal profile regularly.

Confidentiality

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practices policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety

The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practices Health and Safety policy.