Reception Administrator
Job Description
Job summary
Woodland Surgery in Greenwich is looking to appoint a Reception administrator to a friendly practice.
Are you an organised and personable individual with a passion for delivering outstanding patient care? Join our dedicated team as a Reception Administrator and be the welcoming face of our practice! In this role, youll play a vital part in ensuring our patients feel supported and valued from the moment they connect with us.
As part of our team, youll be more than a receptionist; youll be a key player in making each day run smoothly. From managing patient appointments to providing essential administrative support, your work will help ensure a seamless and positive experience for our patients. Were looking for someone who is proactive, empathetic, and ready to grow within a friendly and supportive environment.
If you're someone who thrives in a busy setting, enjoys helping others, and is ready to make a real difference in patients' lives, wed love to hear from you!
Main duties of the job
- Provide a professional, courteous, and compassionate first point of contact for patients, ensuring all interactions reflect the high standards of the practice.
- Respond promptly to patient inquiries, ensuring efficient handling of all appointments, messages, and requests for information.
- Manage appointment scheduling for doctors, nurses, and other medical staff, ensuring accuracy and timeliness in all bookings.
- Welcome patients warmly in person, by phone, or online, conveying a calm and respectful attitude that reinforces the practices commitment to quality care.
- Work closely with both front and back-office teams, helping ensure that daily operations run smoothly and efficiently.
- Collaborate with other team members to meet both front-of-house and administrative targets, contributing positively to overall practice goals.
- Assist with office tasks such as managing patient records, updating and maintaining appointment systems, and supporting administrative projects as needed.
- Provide flexible support to the practice team, helping with duties that range from managing administrative backlogs to supporting new initiatives.
- Participate in training and development opportunities to continually improve service quality and stay updated on best practices in patient interaction and administrative functions.
- Engage in team meetings and regular updates, bringing forward suggestions to enhance patient satisfaction and practice efficiency.
About us
Our practice serves a diverse patient population of 6,000, supported by a dedicated team committed to providing high-quality, patient-centered care. Our clinical team consists of 7 experienced General Practitioners, 3 skilled nurses, and 2 Additional Roles Reimbursement Scheme (ARRS) healthcare professionals, ensuring our patients receive a comprehensive range of services tailored to their health needs. The practice is further supported by an efficient and friendly administrative team of 8, ensuring smooth operations and an outstanding patient experience.
We are an active member of the Greenwich West Primary Care Network (PCN), where we collaborate with neighboring practices to enhance community healthcare services. Rated "Good" by the CQC.
Our practice uses the EMIS clinical system.
Job responsibilities
Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
Deal with all general enquiries, explain procedures and make new and follow-up appointments.
Using your own judgment and communication skills ensure that patients with no prior appointment 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 and ensure procedures are completed.
Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
Ensure that all new patients are registered onto the computer system promptly and accurately
Make and serve refreshments for meetings, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
Covering colleagues holiday and sick cover as required.
Process incoming and outgoing mail according to practice protocols.
Record actions taken in patient record where appropriate or in accordance with practice protocols.
Complete other Daily Weekly and Monthly core tasks to support to smooth running of the reception area
Any other administration duties as necessitated by the needs of the practice.
Registering new patients, Scanning of patient records.
. Acting as medical secretary where necessary for clinical staff e.g. referral letters, medical reports and copying of patients notes.
4. Answering patient queries face to face or on the telephone.
5. Download documents and data input.
Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
Enter requests for home visits into the home visits book, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, in line with Practice protocol.
Take action on clinicians requests for further information/patient contact information etc. (including computerised practice notes), ensuring completion of all associated paperwork.
Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
Enter patient information on to the computer as required.
Prepare clinical rooms for surgeries, supply prescription forms and record numbers in use and ensure adequate supplies of consumables (including bottles, couch rolls, test request forms etc.).
Person Specification
Experience
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of MS Office applications
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- Experience of general practice reception/admin roles would be preferred, but full training will be provided for candidates with the right attitude.
- We use Emis Web, AccuRx and docman so some prior knowledge of these may be helpful, but training provided.
Qualifications
Essential
- GCSE Grade A to C English and Maths
Desirable
- Qualified to NVQ level 2 in Health and Social Care
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Woodlands Surgery
Address
2 Woodlands Walk
Greenwich
SE10 9UB
Employer's website
https://www.woodlands-charlton-surgeries.nhs.uk (Opens in a new tab)
