Senior Medical Receptionist

Posting date:	24 April 2025
Salary:	Not specified
Additional salary information:	Negotiable
Hours:	Full time
Closing date:	10 May 2025
Location:	Smethwick, B67 7LU
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A5343-25-0000

Summary

You will love this job if you have a passion for helping and interacting with patients to provide and process information in response to enquiries. You will also be able to enhance your computer skills by using MS Word, Outlook, Excel and other relevant software packages. If you feel this is the ideal career and looking for a daily challenge, we welcome an application for you to join our growing team of likeminded people. Pre-employment Vaccinations As part of recruitment, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement. Right to work checks All applicants invited for interview will need to prove their right to work in the UK at the interview stage References References must be secured prior to beginning employment, one must be your current or most recent employer. You must notify us of any employment gaps of 6 weeks or more. Main duties of the job The candidate will need to be able to work independently and manage a wide range of reception desk and administrative duties as part of the administration team. The candidate will need to be computer literate, possess excellent verbal and written communication skills and have experience in triage, care navigation and medical terminology. Attention to detail and confidentiality are essential at all times. Primary Responsibilities The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks, this will be dependent upon factors such as workload and staffing levels: Takes on the role of Senior Receptionist or Reception Team Leader. To triage incoming Footfall or email contacts from patients To direct clinical queries to the Triage Clinician or other ACPs, and administrative queries to the correct member of the admin team To respond directly to queries either via email or via Footfall when inside your competencies To work alongside the Pharmacists, Mental Health Worker, Social Prescriber, First Contact Practitioner as well as GPs and nurses to ensure patients are directed to the most appropriate member of the practice team To work alongside the practice partners and practice manager to design and deliver service improvements to the online triage model To assist in service development through evaluation, audit and system research. To have responsibility for administrative co-ordination of incoming patient queries Maintain accurate, contemporaneous record keeping of all interventions with patients, fully utilising computer software systems in place and/or other mediums. You will demonstrate excellent communication skills and will act as first point of contact for the practice Promote health education to our patient population, such as through participation in self-care week Support the practices to deliver on, QOF, KPIs and locally commissioned enhanced services To update and maintain accurate patient medication records on the practice clinical computer system, including advice given and action taken Work collaboratively with the practice team Develop relationships and work closely with community, hospital and the wider health system Participate in practice meetings, patient participation groups and other meetings to improve engagement with the role. Maintaining and monitoring the practice appointment system Process personal, telephone and e-requests for appointments Answer incoming phone calls, transferring calls or dealing with the callers request appropriately Action all incoming communication in the generic email Signpost patients to the correct service Other Primary duties Process incoming and outgoing mail Initiating contact with and responding to, requests from patients, team members and external agencies Process tasks assigned to the group and individually as requested Process all DNA texts in accordance with current policy Assist in GP2GP tasks Read coding on SystmOne File and store records as required Input data into the patients healthcare records as necessary. Data entry of new and temporary registrations and relevant patient information Maintaining, actioning patient correspondence via Workflow Management Process requests for information for safeguarding letters and DVLA forms to the administrative team Manage all queries (including administrative queries) as necessary in an efficient manner. Actioning tasks sent by clinicians in a timely manner Maintain a clean, tidy, effective working area at all times Monitor and maintain the reception area and notice boards Support all clinical staff with general tasks as requested Secondary Responsibilities Supports the training of new Receptionists. Acts as mentor or buddy for Receptionists. Participates in the maintenance of the Practice Complaints System to resolve complaints and improve the service. Supports and encourages other members of the Reception team in their development. Co-operates in the maintenance of the staffing roster to provide adequate levels of staffing within the Practice. Co-operates and works with colleagues to ensure a seamless journey for Patients through different aspects of their care. Co-operates in the effective resolution of any team conflicts Participates in chaperoning when required (must be trained and have an Enhanced DBS check) Reports all significant events, including near misses for inclusion in the Practice Risk Register Manages the Patient call and recall systems for QOF and other services such as cancer screening and immunisation invites Manages the Patient registrations and deductions processes Liaises with secondary care providers as necessary Support administrative and reception staff, providing cover during staff absences Complete opening and closing procedures in accordance with the duty rota As required support Practice Manager in the management of repeat prescriptions, ensuring they are processed accurately and efficiently Ordering and monitoring of immunisation and other office supplies Maintaining QOF disease management Has experience with referrals via Choose & book system. Qualifications Essential Educated to GCSE level or equivalent GCSE Mathematics & English C or above Desirable AMSPAR Receptionists Qualification NVQ Level 2 in Health and Social Care Experience Essential Experience of working with the general public. Experience of administrative / receptionist duties. Demonstrate experience of dealing with the public both face to face and over the telephone (Customer Service or GP surgery experience essential). Basic understanding of general office procedures (e.g. record keeping, filing, scanning, photocopying) accurate documentation Desirable Experience of working in a health care setting/ GP surgery. Knowledge of SNOMED coding onto patient records Knowledge & Skills Essential Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of MS Office- Teams, Word, Excel and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Desirable SystmOne Clinical system user skills AccurRx Team Net Ardens - Templates DOCMAN iPLATO Personal Qualities Essential Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Other requirements Essential Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check