Receptionist, Administrative​/Clerical

West Hampstead Medical Centre (WHMC) is looking to recruit a GP receptionist to join our surgery.

Working as a GP receptionist requires great communication and interpersonal skills as the first point of contact for patients. Alongside undertaking administrative roles to ensure the practice runs smoothly, it is integral to the practice that the GP receptionist is dedicated to patient care.

West Hampstead Medical Centre is a large teaching and training practice with almost 24,000 patients and a large team of clinical and administrative staff. WHMC is a purpose-built surgery, located just a few minutes walk from West Hampstead Station, which has excellent underground, overground and national rail transportation links.

A GP receptionist is the primary representative of our Practice. The receptionist will need to be capable of handling stressful situations at any given time in order to serve the patients.

We require someone with experience who can join our team and bring with them the above skills that will enhance the care we provide to our patients. Our patients are our forefront and we want them to have a positive experience when they access health care provided by the surgery.

We look for the following skills:

• Well organised
• High level of customer service
• Exceptional listening skills
• Empathetic manner
• Good time management
• Self reliant
• Ability to use own initiative

Greeting patients:
Providing a warm and professional welcome to patients and visitors.

Answering phones:
Handling incoming calls, taking messages, and directing calls to the appropriate staff.

Scheduling appointments:
Booking appointments for patients with doctors, nurses, or other healthcare professionals.

Managing patient records:
Ensuring patient information is accurate and up-to-date, including updating records

Handling patient inquiries:
Addressing patient questions and concerns, providing information about services.

Managing patient records:
Filing, retrieving, and maintaining the electronic patient records.

Processing prescriptions:
Handling requests for repeat prescriptions and ensuring they are processed correctly if allocated to process as per rota.

Managing correspondence:
Handling incoming and outgoing emails and other correspondence.

Maintaining the reception area:
Ensuring the reception area is clean and organized.

We have a lovely close knit friendly and welcoming team - both the direct reception/admin team and the wider team of doctors, nurses, nurse associate, physician assistants, clinical pharmacists, social prescriber and management team etc.

It's important to have a strong work ethic but also a sense of humour!

With patients' needs at the heart of everything we do, we strive to provide a high quality service and treat all our patients with the utmost respect and care.

We are a busy surgery with a diverse group of staff to reflect our diverse community.

JOB TITLE RECEPTIONIST/ADMIN

REPORTS TO Reception Manager

HOURS full-time/part-time

Job Summary

The purpose of the role is to

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the Practice reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception manager, dependent on current and evolving Practice workload and staffing levels:

To provide and maintain a high level of service to both patients and practice staff.

To provide patients with all appropriate information regarding services provided in the practice.

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Liaise effectively with patients, general practitioners, hospital staff and other professional bodies to ensure the smooth running of the practice.

To provide and collate information regarding activity to ensure full compliance with national and local standards

Use clinical computer systems to action any information received by the NHS England and or PCSE via the GP links

Dealing with patients face to face on the front desk

Opening up and locking-up of Practice premises and maintaining security in accordance with Practice protocols

Maintaining and monitoring the Practice appointments system

Processing incoming (and outgoing) Emails

Taking messages and passing on information

Filing and retrieving paperwork

Processing repeat prescriptions in accordance with Practice…