Medical Receptionist & Administrator

The following is not an exhaustive list of duties, but it is indicative of the work required. Duties are allocated within the team by the Team Lead or Practice Manager. The practice operates within the dynamic and ever-changing environment of the NHS; therefore, required tasks will change from time to time. All duties must be carried out in strict accordance with Practice policies, protocols, and guidelines. Core Duties &

Responsibilities Customer Service & Reception

Provide a welcoming, friendly, and professional service at the front counter and over the telephone, managing your own time to ensure patient waiting times are kept to a minimum.

Patient Triage & Navigation

Explore patient queries and requests fully by reviewing information in their medical records. Ensure enquiries are directed to the most appropriate person; avoiding the need for a clinician appointment when appropriate and verify that any booked appointments are correct for the request.

Environment Maintenance

Keep the reception and waiting areas clean, tidy, organised, and safe.

Appointment Management

Book, cancel, rearrange, and check in patients for appointments, ensuring you clearly explain practice systems (e.g., appointment and repeat prescription systems) to patients.

Escalation & Support

Refer to official procedures, guidance, colleagues, or senior staff whenever you are unsure of the correct course of action.

Financial Administration

Log payments from patients for chargeable services accurately, ensuring all transactions are correctly recorded on EMIS using the relevant codes.

Building Security

Open and lock up the premises as required, ensuring all correct security and safety procedures are strictly followed.

Data & Records Management

Extract, file, and update medical records and correspondence accurately. Collect required information from patients, register new patients, process changes of details, and enter data into the computer system while ensuring all necessary verification checks are completed.

Emergency & Special Services

Respond appropriately to potential emergency situations to ensure access to urgent care is never delayed. Arrange ambulances and interpreters as required.

Task Management

Monitor, track, and complete all administrative tasks in a timely and efficient fashion. Working Hours & FlexibilityThe practice occasionally provides services outside of normal working hours (for example for flu clinics), and the postholder will be required to participate in these. During evening shifts, patients may occasionally remain on the premises after standard hours.