Job summary
This
is a multi-skilled and highly responsible role within a busy GP surgery,
combining patient-facing reception duties with administrative responsibilities
and prescription processing. Working as part of a supportive team, the
post-holder plays a key role in delivering high-quality patient care and
ensuring the smooth running of the practice.
- GP receptionist: is the first point of contact for patients
and visitors at the practice. The role involves providing excellent customer
service, managing appointments, handling inquiries, and supporting the
administrative functions of the practice.
- Medical
administrator: include appointment management, processing repeat
prescriptions, handling incoming and outgoing communications, managing
referrals, coding clinical information, and maintaining accurate patient
records. The role also involves liaising with patients, clinical staff, and
external organisations to resolve queries and coordinate care effectively.
The ideal candidate will be organised, motivated, have a caring and proactive approach to patient care (face-to-face and on the telephone)and capable of working both independently and as part of a team. Excellent communication skills, attention to detail, and a commitment to confidentiality and professionalism are essential.
Main duties of the job
About us
Church Road Surgery and its branch site, Tile Cross Surgery
has an 11,200 patient list and is based in the east of Birmingham.
We are a friendly, supportive and innovative team led by 2 forward-thinking GP
Partners and includes GPs, ACPs, ANPs, clinical pharmacists, FCPs,
PAs, social prescribers nurses and admin.
As a Practice, we work within the Federation of Our
Health Partnership and the Shard End & Kitts Green PCN.
Our membership of Our Health Partnership allows staff extra benefits including discounts, NHS pension and a salary sacrifice car scheme.
Our aim is to embrace innovation in all areas of the Practice,
always with the focus on providing the very best patient care while supporting
and developing the team and evolving the Practice.
We are rated Good by CQC
Job description
Job responsibilities
Main duties of the job
GP
receptionist job responsibilities
-
To make
appointments, bookings and admissions as required.
-
To
answer calls timely to provide patient centre care.
-
Manage
and triage patients medical needs and book with the most appropriate clinician.
-
To
assist clinicians with admin support.
-
To
establish and maintain filing and administrative systems so that written or
computer information is easily accessible and secure.
-
To
ensure tasks list are actioned timely.
-
File
patient records and correspondence in patient medical records.
-
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
-
Process
of incoming correspondence through the clinical system (eworkflow).
-
To
ensure clinical rooms are stocked.
-
To
maintain the computer clinic system in an accurate and secure manner.
-
To
provide cover for members of the Reception/admin team during periods of annual
leave and sickness.
-
To
receive and dispatch mail.
-
Processing
of new patients to the practice.
-
Promote
online registration.
Medical
Administrator job responsibilities
-
Book patient appointments for routine care,
urgent needs, and medication reviews using the clinical system. Support
patients with booking and scheduling queries.
-
Manage repeat prescription requests, liaise with
clinicians, and arrange related appointments to support safe prescribing.
-
Open, scan, and distribute incoming mail. Code
clinical correspondence and forward to appropriate team members or GPs
following protocols.
-
Input confidential patient data into SystmOne
from notes, letters, and reports. Ensure accurate, standards-compliant coding.
-
Process patient referrals efficiently, ensuring
proper documentation and timely communication with patients and external
providers.
-
Maintain secure, well-organised filing systems
both electronic and paper-based.
-
Use SystmOne effectively, ensuring correct data
entry and document access.
-
Handle calls promptly and professionally. Make
outgoing calls, relay accurate messages, and manage routine or urgent queries.
-
Provide cover during colleague absence or leave
to ensure service continuity.
-
Send outgoing mail and maintain an effective
system for pending tasks or follow-ups.
-
Comply with legislative requirements, NHS
policies, and practice procedures, including confidentiality and safeguarding.
-
Proactively contact patients for chronic disease
reviews, medication reviews, or screening.
-
Support QOF, audits, and enhanced services with
accurate data collection and reporting.
-
Assist patients with online services and portal
troubleshooting.
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 will respect their
privacy and act appropriately.
-
In the
performance of the duties outlined in this job description, the post-holder may
have access to confidential information relating to patients and their carers,
practice staff and other healthcare workers. They may also have access to
information relating to the practice as a business organisation. All such
information from any source is to be regarded as strictly confidential.
-
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 practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data.
-
Access
patient notes on a need-to-know basis only, ensuring privacy and
confidentiality are maintained.
Health & safety
The post-holder
will assist in promoting and maintaining their own and others health, safety
and security as defined in the practice Health & Safety policy, the
practice Health & Safety manual, and the practice Infection Control policy
and published procedures. This will include:
-
Using personal security systems within the
workplace according to practice guidelines.
-
Identifying the risks involved in work activities
and undertaking such activities in a way that manages those risks.
-
Making effective use of training to update
knowledge and skills.
-
Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards.
-
Actively reporting of health and safety hazards and
infection hazards immediately when recognised.
-
Keeping own work areas and general / patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role.
-
Undertaking periodic infection control training
(minimum annually).
-
Reporting potential risks identified.
-
Demonstrate due regard for safeguarding and
promoting the welfare of children.
Equality
and diversity
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
-
Acting
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.
-
Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues.
-
Behaving/Engaging
in a manner that is welcoming to and of the individual, is non-judgmental and
respects their circumstances, feelings priorities and rights.
Personal/Professional
development
The post-holder
will participate in any training programme implemented by the practice as part
of this employment, such training to include:
-
Participation
in an annual individual performance review, including taking responsibility for
maintaining a record of own personal and/or professional development.
-
Taking
responsibility for own development, learning and performance and demonstrating
skills and activities to others who are undertaking similar work.
Quality
The
post-holder will strive to maintain quality within the practice, and will:
-
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 and
making suggestions on ways to improve and enhance the teams performance
-
Work
effectively with individuals in other agencies to meet patients needs
-
Effectively
manage own time, workload and resources
Communication
The
post-holder should recognise the importance of effective communication within
the team and will strive to:
-
Communicate
effectively with other team members.
-
Communicate
effectively with patients and carers.
-
Recognise
peoples needs for alternative methods of communication and respond accordingly.
Contribution
to the implementation of services
The
post-holder will:
-
Apply
practice policies, standards and guidance.
-
Discuss
with other members of the team how the policies, standards and guidelines will
affect own work.
-
Participate
in audit where appropriate.
-
Attend
staff practice meetings and reception meetings.
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position.
This description will be open to regular review and may be amended to take into account development within the Practice.
All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.
Job description
Job responsibilities
Main duties of the job
GP
receptionist job responsibilities
-
To make
appointments, bookings and admissions as required.
-
To
answer calls timely to provide patient centre care.
-
Manage
and triage patients medical needs and book with the most appropriate clinician.
-
To
assist clinicians with admin support.
-
To
establish and maintain filing and administrative systems so that written or
computer information is easily accessible and secure.
-
To
ensure tasks list are actioned timely.
-
File
patient records and correspondence in patient medical records.
-
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
-
Process
of incoming correspondence through the clinical system (eworkflow).
-
To
ensure clinical rooms are stocked.
-
To
maintain the computer clinic system in an accurate and secure manner.
-
To
provide cover for members of the Reception/admin team during periods of annual
leave and sickness.
-
To
receive and dispatch mail.
-
Processing
of new patients to the practice.
-
Promote
online registration.
Medical
Administrator job responsibilities
-
Book patient appointments for routine care,
urgent needs, and medication reviews using the clinical system. Support
patients with booking and scheduling queries.
-
Manage repeat prescription requests, liaise with
clinicians, and arrange related appointments to support safe prescribing.
-
Open, scan, and distribute incoming mail. Code
clinical correspondence and forward to appropriate team members or GPs
following protocols.
-
Input confidential patient data into SystmOne
from notes, letters, and reports. Ensure accurate, standards-compliant coding.
-
Process patient referrals efficiently, ensuring
proper documentation and timely communication with patients and external
providers.
-
Maintain secure, well-organised filing systems
both electronic and paper-based.
-
Use SystmOne effectively, ensuring correct data
entry and document access.
-
Handle calls promptly and professionally. Make
outgoing calls, relay accurate messages, and manage routine or urgent queries.
-
Provide cover during colleague absence or leave
to ensure service continuity.
-
Send outgoing mail and maintain an effective
system for pending tasks or follow-ups.
-
Comply with legislative requirements, NHS
policies, and practice procedures, including confidentiality and safeguarding.
-
Proactively contact patients for chronic disease
reviews, medication reviews, or screening.
-
Support QOF, audits, and enhanced services with
accurate data collection and reporting.
-
Assist patients with online services and portal
troubleshooting.
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 will respect their
privacy and act appropriately.
-
In the
performance of the duties outlined in this job description, the post-holder may
have access to confidential information relating to patients and their carers,
practice staff and other healthcare workers. They may also have access to
information relating to the practice as a business organisation. All such
information from any source is to be regarded as strictly confidential.
-
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 practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data.
-
Access
patient notes on a need-to-know basis only, ensuring privacy and
confidentiality are maintained.
Health & safety
The post-holder
will assist in promoting and maintaining their own and others health, safety
and security as defined in the practice Health & Safety policy, the
practice Health & Safety manual, and the practice Infection Control policy
and published procedures. This will include:
-
Using personal security systems within the
workplace according to practice guidelines.
-
Identifying the risks involved in work activities
and undertaking such activities in a way that manages those risks.
-
Making effective use of training to update
knowledge and skills.
-
Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards.
-
Actively reporting of health and safety hazards and
infection hazards immediately when recognised.
-
Keeping own work areas and general / patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role.
-
Undertaking periodic infection control training
(minimum annually).
-
Reporting potential risks identified.
-
Demonstrate due regard for safeguarding and
promoting the welfare of children.
Equality
and diversity
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
-
Acting
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.
-
Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues.
-
Behaving/Engaging
in a manner that is welcoming to and of the individual, is non-judgmental and
respects their circumstances, feelings priorities and rights.
Personal/Professional
development
The post-holder
will participate in any training programme implemented by the practice as part
of this employment, such training to include:
-
Participation
in an annual individual performance review, including taking responsibility for
maintaining a record of own personal and/or professional development.
-
Taking
responsibility for own development, learning and performance and demonstrating
skills and activities to others who are undertaking similar work.
Quality
The
post-holder will strive to maintain quality within the practice, and will:
-
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 and
making suggestions on ways to improve and enhance the teams performance
-
Work
effectively with individuals in other agencies to meet patients needs
-
Effectively
manage own time, workload and resources
Communication
The
post-holder should recognise the importance of effective communication within
the team and will strive to:
-
Communicate
effectively with other team members.
-
Communicate
effectively with patients and carers.
-
Recognise
peoples needs for alternative methods of communication and respond accordingly.
Contribution
to the implementation of services
The
post-holder will:
-
Apply
practice policies, standards and guidance.
-
Discuss
with other members of the team how the policies, standards and guidelines will
affect own work.
-
Participate
in audit where appropriate.
-
Attend
staff practice meetings and reception meetings.
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position.
This description will be open to regular review and may be amended to take into account development within the Practice.
All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.
Person Specification
Qualifications
Essential
- Good standard of general education
Desirable
- GCSE or equivalent Mathematics grade C or above
- GCSE or equivalent English grade C or above
Experience
Essential
- Experience of working in a patient care environment - preferably primary care or pharmacy.
- Excellent communication skills (written and oral).
- Intermediate level IT skills in Microsoft packages.
- Excel in working within a team.
- Ability to prioritise, plan and organise.
- Pro-active problem-solving skills ability to show initiative.
- Good interpersonal skills.
- Able to perform under pressure and adapt to needs of role.
- Understand importance of maintaining confidentiality.
- Empathetic.
- Good time management and experience of working to deadlines.
Desirable
- A detailed understanding of a General Practice office environment.
- Hold a Full UK Driving Licence.
- Knowledge of TPP SystmOne clinical system.
- Understanding of EPS and prescription management.
Other pre-employment checks:
Essential
- Proof of right to work within the UK.
- At least two satisfactory references related to work.
- Satisfactory DBS check.
Person Specification
Qualifications
Essential
- Good standard of general education
Desirable
- GCSE or equivalent Mathematics grade C or above
- GCSE or equivalent English grade C or above
Experience
Essential
- Experience of working in a patient care environment - preferably primary care or pharmacy.
- Excellent communication skills (written and oral).
- Intermediate level IT skills in Microsoft packages.
- Excel in working within a team.
- Ability to prioritise, plan and organise.
- Pro-active problem-solving skills ability to show initiative.
- Good interpersonal skills.
- Able to perform under pressure and adapt to needs of role.
- Understand importance of maintaining confidentiality.
- Empathetic.
- Good time management and experience of working to deadlines.
Desirable
- A detailed understanding of a General Practice office environment.
- Hold a Full UK Driving Licence.
- Knowledge of TPP SystmOne clinical system.
- Understanding of EPS and prescription management.
Other pre-employment checks:
Essential
- Proof of right to work within the UK.
- At least two satisfactory references related to work.
- Satisfactory DBS check.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.