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Medical Front Desk Coordinator

1 month ago

Westbury, Wiltshire, United Kingdom The Westbury Group Practice Full time

Job Summary

We are seeking a highly organized and communicative Medical Front Desk Coordinator to join our team at The Westbury Group Practice. As the first point of contact for our patients, you will be responsible for greeting and booking-in patients, managing administrative tasks, and handling high-volume patient enquiries.

Main Duties

  • Greet and book-in patients at the front desk
  • Manage administrative tasks, emails, results, and incoming letters
  • Handle high-volume patient enquiries, both in person and on the telephone
  • Signpost patients to appropriate services or information sources

About Us

Our dedicated and hardworking team benefits from a competitive salary, minimum 27 days annual leave, membership of the NHS Pension Scheme, and ample free parking.

Job Responsibilities

  • To have a thorough knowledge to apply all Practice procedures & protocols accurately
  • Ensure the service provided at Reception is effective and efficient
  • Follow the Position Rota and ensure all actions on the relevant to-do list are completed
  • Make new, follow-up appointments and telephone consultations appropriately
  • Use your own judgment and communication skills when assisting a patient who presents with an urgent problem
  • Receive and make telephone calls as required
  • Transfer calls to colleagues and take full & accurate messages
  • Record home visit requests accurately & ensure GP is informed
  • To assist patients with prescription requests, ensuring urgent requests and prescription queries are dealt with promptly
  • Advise patients of relevant charges for private (non-GMS) services, accept payment and issue receipts
  • Accurately send emails and ensure any received by the Practice are actioned immediately
  • Deal with all general enquiries; explain practice procedures to patients and visitors clearly and confidently
  • Enter appropriate patient information on to the computer accurately when required
  • Explain Practice arrangements and formal requirements to new patients and those seeking temporary residency and ensure all forms are thoroughly completed
  • When appropriate ensure that these patients are registered onto the computer system promptly and accurately
  • Retrive and file medical records, ensuring strict alphabetical order is adhered to
  • Take responsibility for any individual jobs designated to you
  • Open up premises at the start of the day, de-activate alarm and make all necessary preparations to receive patients and visitors
  • When last to leave at the end of the day, ensure the building is totally secured, windows are closed, doors are shut, internal lights are switched off and the alarm system is activated
  • Ensure the waiting area, reception areas and workstations are kept organised to maintain a professional appearance
  • Ensure the kitchen is kept clean and tidy
  • To be available for extra hours as required by the practice
  • To attend team meetings which maybe outside your normal working hours
  • To be prepared to work in other teams or locations if necessary
  • And any other duties required by the Practice

Person Specification

Qualifications

  • Good general education
  • Good general numeracy and literacy skills
  • Full current driving licence

Desirable

  • Educated to GCSE Level or above

Experience

Essential

  • Good general education
  • Good general numeracy and literacy skills
  • Full current driving licence

Desirable

  • Previous experience in a General Practice environment
  • Dealing with members of the public in a frontline role
  • Understanding of General Practice

Skills and Attributes

Essential

  • Ability to communicate effectively and confidently, verbally and in writing
  • Understanding of patient needs
  • To work with other members of the team
  • Attention to detail
  • Flexibility
  • Well-mannered and well-presented
  • Patient, tolerant, tactful and discreet
  • Enthusiastic, honest and reliable
  • Competent in use of keyboard, with a good general understanding of IT/computers

Desirable

  • Self-motivated
  • Ability to prioritise tasks