Medical Receptionist / Administrator

Job title:

Medical Receptionist / Administrator

Company

NHS

Job description

Crown Medical Centre is a medium sized practice covering a patient population of approximately 10,500 patients. We have 5 GP partners, 1 Managing Partner, two salaried GPs, 5 Nurses/HCAs and a team of receptionists/administrators.We are a friendly practice looking to recruit an enthusiastic and motivated individual to the above post. We will consider applications between 30 and 37 hours per week.The post is a receptionist / administrator position, and previous use of EMIS Web is desirable but not essential.Main duties of the job

• Answering telephones and assisting patients with their enquiries, including signposting to appropriate services and arranging appointments
• Managing the appointment system, ensuring patients are booked in correctly
• Management of medical records
• Operation of our telephone system, including answering and diverting calls as appropriate
• Assisting patients to complete online consultation forms for triage by the GP
• Processing patient prescription requests and working closely with our pharmacy team

About usThe team at Crown is forward thinking and dynamic. Above all it is a very friendly place to work with lots of flexibility and plenty of opportunities to learn and develop in a very supportive environment.DetailsDate posted17 June 2025Pay schemeOtherSalaryDepending on experienceContractPermanentWorking patternFull-time, Part-timeReference numberA1198-25-06Job locationsVenture WayTauntonSomersetTA2 8QYJob descriptionJob responsibilities1. Reception Duties

• To record the time of arrival of each patient on the computerised appointment system and ensure that when the patient is called forward, they are clearly and correctly routed to the appropriate consulting or treatment room.
• Assist patients in completing online consultation forms to be triaged by the GP
• Ensure that patients without appointments but who need urgent consultation are seen in a logical and non-disruptive manner
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover.Ensure procedures are completed.
• Advise patients of relevant charges for private services, accept payment and issue receipts for same
• Respond to all queries and requests for assistance from patients and other visitors
• Enter requests for home visits onto computer including all relevant information and where necessary refer to the doctor
• Ensure that requests for repeat prescriptions are actioned and forwarded to the prescription desk for processing.
• Check Out of Hours (OOH) list and ensure patients are moved over to the Urgent Care Team in accordance with practice protocol.
• Ensure that any telephoned lab results are acted on according to the practice protocol.
• Ensure reception and waiting areas are kept neat and tidy
• To ensure all matters arising during her period of duty in reception, or wherever she is employed, that cannot reasonably be dealt with during the duty period, are passed to the incoming receptionist in a clear and concise manner.

2. Prescription DutiesTo check all prescription desk answer-phone messages when carrying out prescription desk duties ensuring patient medication is accurately updated as advised by GPs and prescriptions are produced via the computer * To answer the prescription desk telephone during the opening hours

• To process, all medication requests sent in by patients using the agreed practice protocols in place
• To action all medication requests from the surgery web site and email account at least twice daily
• To collect paper prescription requests from the post box and reception on a regular basis during the working day
• To liaise with patients, pharmacies, hospitals and all other care environments regarding queries and requests.
• To ensure medication is issued in line with the protocols that are already in place, and where queries are raised that they are dealt with in the most efficient and appropriate way
• To ensure that patient queries regarding medication are highlighted in the most efficient way to the relevant GP
• To promote the use of online prescription requests via the NHS App and patient access.

3.Administration Duties

• Work alongside the secretarial team on all work undertaken as part of the performance of the contract including QOF and enhanced national or local services and all contract activity.
• Working as part of a team sharing responsibility for the smooth running of the administration department.
• Ensure security of data at all times
• Working as part of a team sharing responsibility for the smooth running of the administration department.
• To assist with the provision of cover for colleagues absences. This involves extra shifts to cover leave and sickness.

4. Managment of Appointment System

• Ensure total familiarity with all appointments systems in use, including regular and ad-hoc variations
• Book appointments and recalls in accordance with practice policy

5. Management of Medical Records

• Ensure that correspondence, reports etc. are filed in the correct record
• Ensure that all patient details are kept up to date on the computer

6. Operation of Telephone System

• Receive and make calls as required. Divert calls and take messages as appropriate
• Ensure that the system is operational at the beginning of each day and switched over to the out of hours answer phone at the end of the day.

7. Start and End of Day Procedures

• Open up premises at the start of each day and make all necessary preparation to receive patients
• Secure premises at the end of each day and activate alarm upon leaving the building as required
• Prepare consulting rooms by changing name plates over at the end of each day

Job descriptionJob responsibilities1. Reception Duties

• To record the time of arrival of each patient on the computerised appointment system and ensure that when the patient is called forward, they are clearly and correctly routed to the appropriate consulting or treatment room.
• Assist patients in completing online consultation forms to be triaged by the GP
• Ensure that patients without appointments but who need urgent consultation are seen in a logical and non-disruptive manner
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover.Ensure procedures are completed.
• Advise patients of relevant charges for private services, accept payment and issue receipts for same
• Respond to all queries and requests for assistance from patients and other visitors
• Enter requests for home visits onto computer including all relevant information and where necessary refer to the doctor
• Ensure that requests for repeat prescriptions are actioned and forwarded to the prescription desk for processing.
• Check Out of Hours (OOH) list and ensure patients are moved over to the Urgent Care Team in accordance with practice protocol.
• Ensure that any telephoned lab results are acted on according to the practice protocol.
• Ensure reception and waiting areas are kept neat and tidy
• To ensure all matters arising during her period of duty in reception, or wherever she is employed, that cannot reasonably be dealt with during the duty period, are passed to the incoming receptionist in a clear and concise manner.

2. Prescription DutiesTo check all prescription desk answer-phone messages when carrying out prescription desk duties ensuring patient medication is accurately updated as advised by GPs and prescriptions are produced via the computer * To answer the prescription desk telephone during the opening hours

• To process, all medication requests sent in by patients using the agreed practice protocols in place
• To action all medication requests from the surgery web site and email account at least twice daily
• To collect paper prescription requests from the post box and reception on a regular basis during the working day
• To liaise with patients, pharmacies, hospitals and all other care environments regarding queries and requests.
• To ensure medication is issued in line with the protocols that are already in place, and where queries are raised that they are dealt with in the most efficient and appropriate way
• To ensure that patient queries regarding medication are highlighted in the most efficient way to the relevant GP
• To promote the use of online prescription requests via the NHS App and patient access.

3.Administration Duties

• Work alongside the secretarial team on all work undertaken as part of the performance of the contract including QOF and enhanced national or local services and all contract activity.
• Working as part of a team sharing responsibility for the smooth running of the administration department.
• Ensure security of data at all times
• Working as part of a team sharing responsibility for the smooth running of the administration department.
• To assist with the provision of cover for colleagues absences. This involves extra shifts to cover leave and sickness.

4. Managment of Appointment System

• Ensure total familiarity with all appointments systems in use, including regular and ad-hoc variations
• Book appointments and recalls in accordance with practice policy

5. Management of Medical Records

• Ensure that correspondence, reports etc. are filed in the correct record
• Ensure that all patient details are kept up to date on the computer

6. Operation of Telephone System

• Receive and make calls as required. Divert calls and take messages as appropriate
• Ensure that the system is operational at the beginning of each day and switched over to the out of hours answer phone at the end of the day.

7. Start and End of Day Procedures

• Open up premises at the start of each day and make all necessary preparation to receive patients
• Secure premises at the end of each day and activate alarm upon leaving the building as required
• Prepare consulting rooms by changing name plates over at the end of each day

Person SpecificationQualificationsEssential

• GCSE in Maths and English grade 4 or above (or equivalent) are essential
• Customer service experience
• Excellent communication skills
• Knowledge of email, Microsoft Office packages

Desirable

• Knowledge of EMIS Web and previous prescription experience

Person SpecificationQualificationsEssential

• GCSE in Maths and English grade 4 or above (or equivalent) are essential
• Customer service experience
• Excellent communication skills
• Knowledge of email, Microsoft Office packages

Desirable

• Knowledge of EMIS Web and previous prescription experience

Expected salary

Location

Taunton, Somerset

Job date

Fri, 20 Jun 2025 03:59:36 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (jobsineu.net) you saw this job posting.