Job Description: Medical Administrator / Receptionist
Job Summary
The Medical Administrator/Receptionist is a key member of the practice management team, providing essential administrative and frontline support to ensure the efficient day-to-day running of the surgery. This role requires a self-motivated, disciplined individual capable of managing a split workload that prioritises administrative accuracy while maintaining a professional and welcoming presence for patients.
Key Responsibilities: Administrative & Clinical Systems
- System Management: Proficiently use EMIS for patient data entry, ensuring that data quality guidelines are strictly understood and adhered to.
- Scottish Protocols: Manage and process clinical information through Docman, SCI Gateway, and update Key Information Summaries (KIS) as required.
- Prescription Processing: Accurately process repeat prescription requests in accordance with established practice protocols.
- Data Accuracy: Maintain up-to-date and accurate patient records while respecting the privacy, dignity, and beliefs of all individuals.
- IT Support: Resolve simple printer or computer issues and log complex IT calls via the appropriate helpdesk, following up until resolution.+1
Reception & Patient Services
- Appointment System: Maintain the appointment system and ensure the smooth flow of clinics, highlighting any cover issues to the Management Team.
- Patient Interaction: Greet patients and visitors in a non-judgmental manner that respects their circumstances, feelings, and rights.
- Communication: Handle telephone enquiries effectively and recognise when patients require alternative methods of communication.
- Resource Management: Maintain regular daily communication with the Practice Manager or Assistant Practice Manager regarding planning, resource management, and any potential threats to service delivery.
Organisational Support
- Meetings: Provide administrative support for non-clinical meetings, including agenda preparation and minute-taking as requested by the Management Team.
- Practice Protocols: Apply and suggest improvements to practice policies and standards to enhance overall team performance.+1
- Mail Handling: Assist in the processing of incoming mail and clinical results.
Compliance and Professionalism: Health, Safety, and Security
- Risk Management: Actively identify, report, and correct health, safety, and infection hazards immediately when recognised.+1
- Infection Control: Maintain work areas in a tidy, safe way, adhering to the practice Infection Control policy and attending annual training.+2
- Premises: Assist in ensuring the surgery premises are well-maintained and secure through regular observation and audit.
Equality and Diversity
- Rights & Beliefs: Act in a way that recognises the importance of people’s rights and respects the beliefs of patients, carers, and colleagues.
- Inclusive Behaviour: Behave in a welcoming manner that is consistent with practice procedures and current equality legislation.
Personal Development
- Performance Review: Participate in an annual individual performance review and take responsibility for maintaining a record of personal and professional development.
- Training: Complete all mandatory training and assist in the induction and training of new staff members where appropriate.+1
Employment Details
- Reporting Line: Reports directly to the Assistant Practice Manager and the Practice Manager.
- Hours: Full-time (37.5 hours per week).
- Working Pattern: Monday to Friday, within the core surgery hours of 08:00 – 18:00.
Job Type: Full-time
Pay: £12.71-£13.00 per hour
Benefits:
- Company pension
- Employee discount
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
