Experienced Medical Receptionist / GP Practice Administrator

Job summary

Delta Healthcare, based at Park Health Care Centre in Hull, is seeking an experienced Medical Receptionist / GP Practice Administrator for a permanent, part-time position.

Previous reception or administrative experience within an NHS GP surgery is essential. You must be confident managing patient enquiries and routine practice administration, with practical experience of processing referrals, clinical correspondence and medical record administration. SystmOne experience is desirable.

We are looking for a reliable, organised and approachable colleague who works accurately, maintains confidentiality and can undertake routine duties independently following induction into our local procedures.

The role is 30 paid hours per week.

We offer pay above the statutory minimum wage, with the hourly rate agreed at interview according to relevant skills and experience. You will work closely with the GP and practice team, with opportunities to contribute ideas and develop your skills. We also enjoy regular team meals, outings, team-building activities and a Christmas celebration; participation is optional.

Applications must clearly demonstrate previous NHS GP surgery experience and how you meet the essential criteria.

Main duties of the job

This varied role combines patient-facing reception with GP practice administration. You will handle telephone calls, appointments and patient messages, helping patients access appropriate services and escalating urgent requests to clinicians.

Your administrative work will include processing clinical correspondence, maintaining electronic patient records, summarising and coding records within your competence, and managing SystmOne tasks.

You will process clinician-approved referrals through the NHS e-Referral Service and other pathways, track outstanding referrals and resolve administrative queries. You will also coordinate insurance and other medical report requests, checking consent and preparing information for clinician review.

Other duties include patient registrations, record transfers and repeat prescription administration in accordance with practice procedures.

Accuracy, confidentiality, clear communication and the ability to prioritise and follow work through to completion are central to this role. You will work independently on routine tasks following local induction, seeking clinical or managerial advice when required.

About us

Delta Healthcare is a single-handed NHS GP practice based at Park Health Care Centre in Hull. We use SystmOne and provide care through digital communication, telephone consultations and face-to-face appointments.

Our practice team works closely with the GP to support patients and keep services running smoothly. We value reliability, respectful communication, attention to detail and colleagues who take pride in completing their work accurately.

Joining a small team offers opportunities to build ongoing relationships with patients, contribute ideas and see the practical difference your work makes. We provide an induction into local procedures and support with practice-specific systems, building on your existing GP surgery experience.

Pay is above the statutory minimum wage, with the hourly rate agreed at interview according to relevant skills and experience.

We enjoy regular team outings and meals, team-building activities and a Christmas celebration. Participation is welcome and optional.

Delta Healthcare welcomes applications from all backgrounds. Reasonable adjustments are available during the recruitment process.

Job responsibilities

Experienced Medical Receptionist - GP Practice Administrator

Delta HealthcarePark Health Care Centre Hull

Permanent 30 paid hours per week

Salary above the statutory minimum wage with the hourly rate agreed at interview according to relevant skills and experience

Purpose of the role

To provide accurate efficient and professional reception and administrative support to the GP and practice team

To help patients access services and ensure that correspondence patient records referrals and medical report requests are processed promptly

Previous reception or administrative experience within an NHS GP surgery is essential

The successful applicant must be able to undertake routine duties independently following induction into local procedures

Experience using SystmOne is desirable

Reception and patient enquiries

• Manage reception telephone calls appointment requests and patient enquiries professionally and sensitively

• Book amend and cancel appointments in accordance with practice procedures

• Record and pass on patient messages accurately

• Signpost patients to appropriate services using agreed practice guidance

• Recognise requests requiring urgent attention and promptly escalate them to the appropriate clinician

• Refer complaints and concerns to the appropriate colleague

Clinical correspondence and medical records

• Process incoming clinical correspondence and attach it to the correct patient record

• Route correspondence and tasks to the appropriate clinician or colleague following practice protocols

• Maintain accurate electronic patient records

• Summarise and code medical records within your competence and practice protocols referring uncertainties to a clinician

• Assist with patient registrations record transfers and updates to patient details

• Manage SystmOne tasks and follow up outstanding administrative work

Referrals

• Process clinician-approved referrals through the NHS e-Referral Service and other agreed pathways

• Check that required administrative information and clinician-approved documents are included

• Track outstanding referrals and resolve administrative queries

• Liaise with patients and receiving services where appropriate

• Escalate delays and concerns to the relevant clinician

Insurance and other medical reports

• Coordinate insurance and other medical report requests in accordance with practice procedures

• Check that appropriate consent and supporting documentation are available

• Prepare information for clinician review and completion

• Track requests and follow up outstanding work

• Arrange secure release of completed reports once authorised

• Refer decisions about clinical content and disclosure to the responsible clinician

Other administration

• Assist with repeat prescription administration in accordance with practice procedures

• Refer medication queries and authorisation decisions to clinicians

• Support incoming and outgoing correspondence

• Liaise professionally with patients colleagues and external organisations

• Prioritise work meet agreed deadlines and follow tasks through to completion

• Support colleagues with other reception and administrative duties appropriate to the role

Confidentiality and safe working

• Maintain patient confidentiality and handle medical information securely

• Follow practice information governance safeguarding and health and safety procedures

• Verify patient identity and authority to receive information in accordance with practice procedures

• Report errors incidents and concerns promptly

• Recognise the limits of your role and seek clinical or managerial advice when required

Induction and teamwork

You will work closely with the GP and practice team

Induction will cover local procedures and practice-specific workflows building on your existing NHS GP surgery experience

We value reliability accurate work respectful communication and practical suggestions to improve administrative processes

Person specification

Experience

Essential

• revious employment in a reception or administrative role within an NHS GP surgery
• Practical experience of managing GP appointments and patient telephone enquiries
• Experience of processing clinical correspondence and maintaining electronic patient records
• Experience of processing clinician-approved referrals and following up administrative queries
• Experience of managing routine GP practice administrative tasks independently and seeking advice when required

Desirable

• Previous experience using SystmOne
• Practical experience of medical record summarising and clinical coding
• Experience of administering insurance and other medical report requests
• Experience using the NHS e-Referral Service

Qualifications

Essential

• Good standard of written English and numeracy demonstrated through qualifications or relevant work experience

Desirable

• Relevant qualification in administration customer service or medical administration

Previous experience using SystmOne Practical experience of medical record summarising and clinical coding Experience of administering insurance and other medical report requests Experience using the NHS e-Referral Service

Essential

• Accurate typing and data entry with strong attention to detail
• Ability to prioritise work and follow tasks through to completion
• Clear professional communication and a sensitive approach to patients
• Understanding of patient confidentiality and secure handling of medical information
• Confident use of computers email and electronic records
• Ability to recognise the limits of the role and escalate urgent requests appropriately
• Ability to work independently on routine duties and cooperatively within a small team
• Availability to work Wednesday Thursday and Friday from eight am to six thirty pm with a thirty minute unpaid break each day

Desirable

• Familiarity with medical terminology used in general practice
• Ability to suggest practical improvements to administrative processes