Medical Receptionist

Hollow Way Medical Centre is looking for a Medical Receptionist to join its friendly, established team.

Receptionists at the surgery work a mix of morning and afternoon shifts, five days a week, Monday to Friday, from 8.15am to 6.30pm. Some early starts and late finishes will be expected, as is the flexibility to cover annual leave, sickness and attend meetings.

**Monday: 13:00 - 18:30**

**Tuesday: 08:15 - 13:00**

**Wednesday: 08:15 - 14:00**

**Thursday: 13:00 - 18:30**

**Friday: 14:00 - 18:30**

**Total - 26hrs**

Previous experience within a GP practice would be an advantage but is by no means essential, as the skills that the surgery value most are communication, professionalism, discretion, attention to detail and a helpful 'can do' attitude.

Applicants should display a good sense of humour, the ability to work under pressure and the initiative to deal with unexpected or challenging situations. Experience of using computers at work for a variety of tasks is essential.

Main duties of the job

Receptionists are the first point of contact for patients and visitors to the surgery, whether by telephone, in person or via electronic communication. They are expected to manage appointment booking on behalf of the clinical team and ensure that the surgery runs efficiently during the working day.

Other tasks undertaken by Receptionists at Hollow Way Medical Centre include:

- Managing prescription requests
- Registering new patients
- Scanning documents
- Data entry
- Calling patients
- Preparing the surgery each morning and closing down at night
- Maintaining a clean, safe and tidy surgery

About us

Hollow Way Medical Centre is an NHS GP Surgery providing services to 9,000 patients in South East Oxford, including the Cowley, Blackbird Leys, Headington, Iffley, Rose Hill and Wood Farm areas.

The clinical team includes 8 GPs, 1 GP Registrar, 4 Practice Nurses, 1 Trainee Nurse Associate, and 1 Phlebotomist. The surgery is one of four local practices working in a Primary Care Network, which employs additional staff to provide services to around 40,000 local patients.

The surgery scored 93% patient satisfaction in the latest GP Patient Survey.

For a flavour of life at Hollow Way Medical Centre, which includes links to the surgery's blog and social media feeds, visit the surgery website at:
Job description

Job Purpose:

- To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.
- To deal efficiently with patient-related administration and data entry requirements.

Principal Duties:
Reception
- Ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.
- Explain registration, practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure necessary procedures are completed.
- Respond to all queries and requests for assistance from patients and other visitors in a helpful and friendly manner.
- Ensure that repeat prescriptions are actioned where possible within two working days.
- Advise patients of relevant charges for private services, accept payment and issue receipts for same.
- Ensure reception and waiting areas are kept neat and tidy.
- Participate in lunchtime surgery cleaning rota and sanitise own workstation, telephone, desk and chair at the start and end of each shift.
- Provide holiday and sickness cover for other receptionists when required.

Management of Appointment Systems
- Ensure total familiarity with appointment systems.
- Signpost patients to the most appropriate health professional or service.
- Ensure that patients requests with regard to choice of GP and timing of appointments are met wherever possible.
- Book appointments, ensuring sufficient information is recorded to retrieve medical and computer record and to identify the purpose of the appointment.
- Monitor effectiveness of the system and report any problems.

Management of Medical Records
- Retrieve and refile records as required ensuring that strict alphabetical order is adhered to.
- Deal with new registrations and deductions.
- Data entry/computer
- Scan hospital letters and other patient-related documents into the correct patients computer records, as and when required.
- To enter patient related data onto the computer.

Operation of Telephone System
- To receive and make calls as required, divert calls and take messages as appropriate.
- Ensure that system is operational at the beginning of each day and switched over to answer phone service at the end of the day.

Start and End of Day Procedures
- Open up premises at the start of day and make all necessary preparation to receive patients.
- Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm activated.

Other
- Each receptionist will be responsible for undertaking specific additional delegated tasks as mutually agreed, or as requested by the Practice Manager or