Senior Medical ReceptionistinBradfordinBradfordPUBLISHED FRI 7 FEB 2025

As a Senior Medical Receptionist, you will play a vital role in the day-to-day operation of our practice, offering administrative support to ensure the smooth delivery of healthcare services to our diverse patient population. You will be the first point of contact for patients, delivering excellent customer service, managing appointments, and ensuring patient confidentiality in line with GDPR and practice policies. You will also supervise, train and mentor reception staff, ensuring high standards of performance and professionalism at all times.

Provide leadership and guidance to junior receptionists, overseeing daily tasks, and ensuring effective teamwork.

Serve as a point of contact for patients, helping to resolve any concerns and ensuring that all patients feel heard and respected.

Maintain a high level of professionalism in all interactions, ensuring adherence to the practices protocols and legal standards, including safeguarding and equality.

To contribute to the maintenance of patient confidentiality at all times, inside and outside the Practice.

Manage safeguarding concerns appropriate to your role and level of training.

Day to day running of the Reception/Admin function in order to provide a first-class service to patients and visitors.

Manage any difficult situations that may arise in addition to supporting staff that may require help or advice.

Managing reception staff rotas and arranging staff cover. Looking at any gaps in the rotas to cover the reception team and arrange appropriate cover.

Involvement in hiring of reception staff in conjunction with the practice manager.

Ensure the smooth running of the reception area and review regularly progress of the clinics.

Demonstrate sensitivity to the challenges faced by patients from marginalized or vulnerable backgrounds, ensuring an inclusive approach to all interactions and services.

About us

Provide leadership and guidance to junior receptionists, overseeing daily tasks, and ensuring effective teamwork.

General office administration duties, including typing, photocopying, and faxing, as well as any other tasks that may be assigned and are relevant to the role.

Managing unassigned clinical and non-clinical tasks, with weekly monitoring to ensure all tasks are addressed and actioned promptly and efficiently.

Managing the appointment system, including adding all clinical and non-clinical rotas to SystmOne. This is updated monthly or whenever there is a change, such as GP sickness or other system adjustments.

Responsible for managing medical records, ensuring all records are accurately maintained. This includes inputting clinical data and scanning documents into the clinical system in a timely and precise manner.

Managing repeat prescribing, ensuring that all staff are trained and competent in handling repeat prescriptions. This includes processing any electronic patient requests promptly and accurately.

Serve as a point of reference for internal telephone inquiries, taking appropriate action or redirecting them to the relevant person or department as needed.

Generate reports and letters in line with service guidelines, ensuring accuracy and compliance with established protocols.

Issue repeat prescriptions and address any prescription-related queries promptly and efficiently.

Perform general administrative and clerical tasks, including photocopying, filing, and faxing, as required.

Maintain effective and efficient office systems and procedures, ensuring adequate supplies of forms, leaflets, and stationery are always available.

Manage diaries effectively as required by management, ensuring scheduling is organized and efficient.

Process incoming and outgoing mail, taking appropriate action as required.

Maintain an efficient filing and records system, including the management of medical secretarial services.

Collate data and prepare reports or returns as required by management, in accordance with the appropriate grade.

SAS -

Receive and manage all SAS new patient notifications, collating required information about patients enrolled in the scheme. Send initial introductory letters to patients, and regularly audit the SAS list to identify individuals who have left without permission. Review patient registrations, gather information from previous GPs, and place alerts on systems related to the Special Allocation Scheme. Contact each new patient to explain the purpose and process of the scheme, including how it operates, its intended goals, and progression off the scheme as behavioural changes are observed. Arrange appropriate security cover for appointments when necessary. Complete SAS submissions in a timely and accurate manner.

Responsible for patient registrations and deductions, including managing EDI links. Ensure that all registration packs are up-to-date with accurate patient information. Monitor EDI links daily, taking prompt action on registrations, deductions, and any changes to patient records, including patient deaths.

Assist in the management of user ID security levels, Smartcards and passwords.

Support Reception staff in their key duties by working closely with the Reception/Admin team. Allocate daily tasks to team members and ensure that all main working areas are kept organized and up to date.

Covering reception as and when required to cover sickness, annual leave and lunches.

Deal with more complex enquiries from patients in the absence of Practice Manager.

Ensure the smooth running of all clinical sessions.

Ensure that patient information is up to date.

Assisting the practice manager in patient complaints and following procedure including significant events.

First contact for complaints or concerns relevant to the running of reception/ appointments.

Collect ideas and put forward ideas for improvement.

Collecting and collating data for reports and audits. Utilise SystmOne to perform searches to extract patient data for the preparation of reports.

Maintain patients, staff and visitors safety and security within reception waiting areas.

Maintain the tidiness, safety and security of the patient waiting areas.

Maintain the tidiness of consulting rooms after use including ensuring correct disposal of clinical waste, restocking of stationary, clinical and other supplies.

Work safely at all times in accordance with legislative requirements and Practice Policy and Procedures.

Provide cover for colleagues on a rota basis for periods of annual leave, sickness or other leave.

Undertake relevant training and development opportunities to meet the changing needs of the role and improve personal skills.

Attend staff meetings and Practice learning times as necessary.

Open or secure building as required and ensure all security procedures are completed (Out of Hours telephone arrangements, securing prescriptions and records, switching on/off computers, securing doors/windows, setting/unsetting alarm, etc).

Undertake other duties and responsibilities commensurate with the grade of the position.

Maintain patients, staff and visitors safety and security within reception waiting areas.