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Medical Office Coordinator

2 months ago

Hounslow, Greater London, United Kingdom Willow Practice Full time

About Willow Practice

We are a two-partner, friendly practice sharing a Health Centre with two other like-minded practices. Our current list size is 2,200 patients, and we strive to provide an ethos of openness and integrity while maintaining strict patient confidentiality.

Job Summary

We are seeking a skilled and motivated Receptionist to join our small and friendly team. As a Receptionist, you will be the first point of contact for our patients, supporting both clinical and non-clinical team members in terms of all admin aspects within a friendly and supportive working environment.

Main Responsibilities

  • Manage the appointment system via F2F, telephone, and e-requests, and help to re-arrange appointments due to urgent cancellations.
  • Handle incoming phone calls, transfer calls, or deal with callers' requests in an appropriate and polite manner.
  • Signpost patients to the correct service.
  • Initiate contact with and respond to requests from patients, team members, and external agencies via telephone, emails, and other online systems.
  • Support new patient registrations, code registration if needed, and upload data as required.
  • Maintain patient admin records on SystmOne, including updating patient basic contact information.
  • Manage document workflow on SystmOne.
  • Process patient prescription requests via F2F, telephone, and online.
  • Manage practice incoming and outgoing post, patient letter collections, and sample collections.
  • Maintain a clean, tidy, effective working area at all times.
  • Monitor and maintain the reception waiting area and notice boards.
  • Contribute to target/admin tasks on SystmOne.
  • Provide cover during admin/reception staff absences.

Person Specification

  • DBS (Disclosure Barring Service) check.
  • GCSE level or equivalent.
  • Excellent communication skills (written and oral).
  • Strong IT skills.
  • Competent in use of Office and Outlook.
  • Effective Time Management (Planning & Organising).
  • Able to work as a team member and autonomously.
  • Good interpersonal skills.
  • Ability to follow policy & procedure.

What We Offer

We provide a safe, clean, and accessible environment for our patients, staff, and visitors. We strive to continually improve our services through responsible monitoring and auditing. We maintain a motivated and fulfilled team by upholding continuing professional development, promoting a friendly working environment, developing strong working relationships, and encouraging collaborative team-working through mutual support and learning from each other.