Clinical Administrator/Receptionist

Job summary

Job Title: Receptionist/ Clinical Administrator

Reports to: Practice Manager

Responsible to: The GP Partners

Job Purpose:

To provide a consistently high quality, professional administrative service to doctors, staff, colleagues, patients, health service professionals and others.

Hours: Part-time (min. 20 hours per week -Days and times to be confirmed) with flexibility to cover colleagues holiday and sickness absence.

Main duties of the job

Reception Duties

Clinical Administration

General support to colleagues

Communication skills

Quality & Continuous Improvement

Reception Desk Cover

Dispensary Desk Cover

General Responsibilities

About us

We are a progressive, forward thinking, supportive and friendly team consisting of 2 GP partners, 1 salaried GP, Practice manager, Clinical Pharmacist, Paramedic, Practice Nurses (including specialists in Asthma, COPD & Diabetes), Admin, Reception and Dispensary teams. We also have access through our PCN to our first contact Physio, Social Prescribers and Health and wellbeing coaches.

Our Practice list size is 5600 patients:

o GMS practice using SystmOne clinical system

o High QOF achiever and wide range of enhanced services

o Dispensing Practice to 95% of our patient list

o In house minor surgery and LARC clinics

o Rated Good in all areas by CQC in June 2017

o Actively involved with our ICB, PCN and PPG and our Community

Job responsibilities

At Moulton Medical Practice we are looking to expand our team and are looking for an experienced Receptionist/ Clinical Administrator. You will have used SystmOne previously. We are a 2 partner practice in the beautiful village of Moulton.

Job Title: Receptionist/ Clinical Administrator

Reports to: Practice Manager

Responsible to: The GP Partners

Job Purpose:

To provide a consistently high quality, professional administrative service to doctors, staff, colleagues, patients, health service professionals and others.

Hours: Part-time (min. 20 hours per week -Days and times to be confirmed) with flexibility to cover colleagues holiday and sickness absence.

Main Duties and Responsibilities:

Reception Duties

• Greet all patients and visitors in a friendly and professional manner.
• Handle all patient enquiries courteously, both in person and by telephone.
• Manage the flow of patients arriving for appointments.
• Open and close the reception area in line with practice procedures.
• Maintain a tidy and welcoming waiting area, keeping information leaflets and displays up to date.
• Covering both Admin. and Dispensary desks as required

Clinical Administration

• Have a thorough knowledge of all practice procedures and carry them out accurately.
• Book, amend, and cancel patient appointments, ensuring efficient use of clinician time.
• Record and prioritise requests for home visits in line with practice protocols.
• Register new patients on SystemOne, ensuring correct identification procedures.
• Process and scan incoming correspondence, reports, and results into the correct patient record.
• Manage patient referrals, insurance reports, and related correspondence.
• Carry out start and end-of-day procedures as appropriate.
• Support recall systems by sending invitation letters and reminders.
• Assist with administrative tasks during practice clinics (e.g. flu or COVID campaigns).
• Recall systems
• Send out patient invitation letters as required.

General

• Assist other Practice colleagues when necessary.
• Handle all telephone enquiries as appropriate.
• Photocopy patient notes for solicitors and insurance companies in accordance with GDPR regulations ensuring appropriate consent is gained.
• Use the clinical system tasks as per Practice procedures.

Communication

• Communicate effectively, promptly and courteously with patients, carers, relative and Practice suppliers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.
• Communicate appropriately and accurately with colleagues outside the Practice and with due reference to the common law of confidentiality and GDPR and the Data Protection Act. Immediately inform a member of staff if a patient appears ill or if their behaviour causes concern (including correct use of Emergency/Collapse/Security protocols).
• Be aware of child protection issues and communicate concerns in accordance with Practice protocols.

Quality & Continuous Improvement

• Participate in appraisals and ongoing training to maintain skills and knowledge.
• Contribute ideas for improving practice systems and patient experience.
• Support team members and promote a culture of continuous improvement.
• Participate in audits and quality checks as required.

General Responsibilities

• Comply with all practice policies, including Health & Safety, Infection Control, Equality & Diversity, and Confidentiality.
• Identify and report potential risks or hazards within the workplace.
• Contribute to maintaining a clean, safe, and effective working environment.
• Remain security-aware at all times, reporting any suspicious activity to management.

Essential Requirements

• Minimum 1 year of administrative experience in a GP surgery
• Excellent communication and customer service skills
• Ability to work as part of a busy and supportive team
• Strong attention to detail and confidentiality awareness

Desirable

• Experience using SystmOne clinical system
• Experience with patient referrals and recall systems
• Knowledge of NHS policies and protocols
• GCSEs or equivalent qualifications

Benefits

• Company pension scheme
• Free on-site parking
• Supportive, friendly working environment

Confidentiality

In the course of their duties, the clinical administrator will have access to confidential information relating to patients, their carers, relatives and colleagues within and outside the Practice. They may also have access to information relating to the Practice as a business. All such information from any source whatsoever will be treated as strictly confidential.

All information gained from any source will only be shared in accordance with the Practices Confidentiality Policy, GDPR and the Data Protection Act and the Freedom of Information Act and in such a way that personal and sensitive patient-identifiable data is protected.

Health and Safety

The clinical Administrator will be aware of and comply with Practices Health and Safety Policy.

Equality and Diversity

The clinical administrator will comply with the Practices Equality and Diversity Policy.

Person specification

Experience

Essential

• Customer Service
• Administrative Experience
• Typing skills
• Phone Etiquette
• Organisation Skills
• Strong communicator
• Calm and professional manner

Desirable

• Experience of using Systmone
• GP surgery experience