GP Receptionist / Patient Coordinator – £12.71-£13.00 per hour

GP Receptionist / Patient Coordinator – £12.71-£13.00 per hour

Experienced patient coordinator/receptionist with at least 1 year of experience in a GP setting, delivering exceptional customer service.

Main duties of the job

Key responsibilities:

• Ensure the smooth operation of the reception desk with professionalism and organization.
• Answer calls, review emails, inbound documents, and prescription requests.
• Act as the primary point of contact, fostering communication between patients, clinicians, and the practice team. Signpost patients to services.
• Deliver consistently high standards of customer service.

Attributes

• Previous experience in medical/healthcare reception roles.
• Excellent communication skills with a clear and polite telephone manner.
• Ability to maintain confidentiality and discretion with patients.
• Experience in handling sensitive situations with empathy and professionalism.
• Strong teamwork and independent problem‑solving abilities.
• Proficient in IT and general administration tasks.
• Lives in the local area or can commute to Claremont Clinic within 20 minutes.

Job Responsibilities

Schedule: 30 hours per week, Monday to Friday 1:00 pm to 7:00 pm (13:00‑19:00). Some flexibility required to cover colleagues during annual or sickness leave.

Reporting: Responsible to the Practice Manager and accountable to the General Practitioners in the Partnership.

Role description: Ensure smooth running of the reception desk, act as a liaison between patients, clinicians and practice team, and provide a high standard of customer services at all times.

Duties (selected key tasks):

1. Greet all patients on arrival, ensuring check‑in either manually or via the patient touchscreen.
2. Answer the telephone, dealing with or redirecting enquiries.
3. Handle all face‑to‑face general enquiries, referring where necessary.
4. Make new and follow‑up appointments, including booking interpreters when needed.
5. Call and recall patient lists as instructed, including immunisation/smear targets and test recalls.
6. Deal with messages from patients/clinicians or external bodies, taking appropriate action.
7. Generate electronic online repeat prescription requests and allocate as instructed. Prepare repeat prescriptions following protocol and set out for verification and signature of doctor.
8. Record requests for home visits and ensure they are recorded and passed to relevant clinician.
9. Register new patients following policy, enabling secure online access to medical records and booking health checks.
10. Open mail and distribute appropriately; leave private, confidential, or personal mail unopened in Practice Manager’s tray as directed.
11. Maintain administration of cytology, ensuring timely sending of completed deferral smear forms and keeping childhood immunisation targets up to date.
12. Scan hospital reports and letters, keeping correspondence scanned and supporting records clerk with scanning workload.
13. Carry out patient/GP Registrar surveys.
14. Complete and enter appropriate GMS3 (Temporary Services) forms; renew expired forms as necessary.
15. Maintain computer databases, including patients’ PDS records.
16. Ensure external and internal email accounts are viewed daily and workflow tasks completed, logging outgoing post/mail and handling posting at day end.
17. Manage daily incoming electronic documents and online consultation forms.
18. Offer services to patients, including extended opening hours and Community Pharmacy Consultation Services (CPCS) and any new initiatives.
19. Enter appropriate read codes as instructed, including admin coding for QOF/SNS.
20. Ensure sufficient supply of stationery/equipment in all consulting rooms.
21. Confirm all clinic attendance appointments prior to appointment date per task allocation.
22. Assist in administration of patient e‑referral system; manage day‑to‑day clinicians worklists.
23. Train staff to keep diabetic recall for clinics updated, including searches and sending letters/blood tests as instructed.
24. Ensure telephone service is turned on and switched to out‑of‑hours service as appropriate.
25. Keep reception area tidy and ready for incoming colleagues; use EMISWeb to communicate outstanding queries to colleagues.
26. Ensure premises fully vacated by patients and securely locked after staff work.
27. Undertake any other duties as instructed by management.

Confidentiality: All patient information must be regarded as strictly confidential. Breach of confidentiality will result in instant dismissal.

Qualifications

• Proficient Microsoft Windows ICT skills; experience using EMISWeb or equivalent e.g. SystmOne and associated systems such as accuRx.
• GCSE Grades C or above (or equivalent) in English and Maths.

Experience

• At least one year experience in a General Practice setting in a Patient Coordinator/Reception role.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service to check for any previous convictions.

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