Join our friendly, professional team as a Receptionist make a real impact in patient care.Were looking for a motivated and compassionate individual to join our warm and supportive GP practice team on a fixed-term contract (covering maternity leave for just over a year). As a key part of our front desk, youll be the first point of contact for patients, helping manage appointments, coordinate care, and keep the practice running smoothly. Youll work in a team that values professionalism, kindness, and teamwork. Phlebotomy training will be provided, as the role includes some clinical support. If you thrive in a fast-paced environment, enjoy working with people, and want to be part of a practice that truly values its staff, wed love to hear from you.
Main duties of the job
Main Duties of the Role
Patient Reception &Enquiries: Greet patients and visitors in a welcoming and professionalmanner, manage general enquiries, and support patients through the appointmentprocess.
Appointment Management:Efficiently book and manage appointments using the practices clinical system,ensuring accurate patient details and smooth daily operations.
Telephone Handling:Operate the phone system confidently, responding to patient needs, offeringalternatives where needed (e.g., telephone consultations), and taking accuratemessages.
Administrative Support:Handle tasks such as scanning documents, processing referrals, photocopying,and ensuring records are updated with appropriate coding.
Clinical Support: Assistwith day-to-day practice needs, including preparation of consulting rooms and phlebotomy(training provided).
Repeat Prescriptions &Private Services: Process repeat prescription requests and inform patientsof any charges for private services.
New Patient Registrations:Register new patients in line with NHS guidelines and ensure theyre set up foran initial health check.
Confidentiality &Teamwork: Maintain strict confidentiality and contribute positively to a collaberative, supportive team environment.
About us
Stafford Health & Wellbeing Centre is a modern and forward-thinking GP practice located in the heart of Stafford. We provide high-quality, patient-centred care to a diverse and growing community. Our multidisciplinary team includes GPs, advanced nurse practitioners, physician associates, clinical pharmacists, nurses, and a welcoming administrative team all working together to deliver accessible and compassionate care.
We pride ourselves on our friendly and professional atmosphere. Teamwork is at the core of what we do, and we support one another to ensure both staff and patients feel valued and respected. We maintain a strong culture of learning and development, offering regular training opportunities, including phlebotomy training for relevant roles.
Staff benefit from working in a supportive, well-organised environment with modern facilities and a shared commitment to improving patient health and wellbeing. If you're passionate about making a difference and want to be part of a proactive and inclusive team, Stafford Health & Wellbeing Centre is a great place to grow your career.
Job responsibilities
JobDescription
RECEPTIONIST
Accountable to:Practice Manager, Reception Manager
JOB SUMMARY
To deal with enquires frompatients efficiently and courteously. To ensure health and safety proceduresare maintained.
KEY TASKS-
1. Receptions Duties
Respond to allgeneral enquiries and requests for assistance from patients and other visitors.
Explain practicearrangements and formal requirements to new patients and those seeking atemporary GP
Greet and log inpatients arriving for appointments directing and monitoring the flow ofpatients into consulting and treatments rooms.
Ensure patientswithout appointments but who need urgent consultation are seen by a suitableclinician.
Advise patientsof relevant charges for private services: accept payment and issue receipts.
To advisepatients of our policy on repeat prescriptions, allowing 48 hours to complete, printingfrom patients computer medical records.
Acceptingmessages and forwarding to the appropriate member of staff. Ensuring as muchdetails have been taken: who is calling, what they are calling about, a contactnumber to ring them back on.
Informing therelevant personnel when stock is running low
Where necessary,clear information should be left for incoming colleagues regarding unresolvedor urgent problems
Ensure receptionand waiting areas are kept clean and tidy
2. Management of Appointment System
Endeavour toensure the appointment system works as smoothly as possible
Every effortshould be made to ensure that the correct patient is booked, identifying name,address and date of birth.
Any difficultieswith system should be reported to relevant Support Desks
3. Requests for Visits
As much detail aspossible should be gained from a patient requesting a home visit: patientsname, symptoms, brief history, and a contact telephone number to call themback. A summary printout will be printed.
4. Preparation of consulting rooms-
Ensure allconsulting rooms are tidy and prepared in readiness for each consultingsession: including cleaning, ensuring there is enough couch roll, prescriptionsand blank paper.
Should thewindows need opening for airing of the room, care should be taken to ensurethat they are securely closed at the end of the day
5. Operation of Telephone System
Receptionistsmust feel competent at using the telephone system and offering patients thechoices if appointments are not available: such as a telephone consultation, ora message left for the duty doctor.
Ensuring thetelephone is picked up quickly and if a colleague is busy answering theirtelephone
6. Scanning and Read Coding
All newcorrespondence will be scanned and workflowed electronically for action to theappropriate personnel.
Any furtheraction that the GP has requested must be taken.
Any action takenfrom the document must be coded using the appropriate read codes electronically
7. Blood Samples
Ensure that allsamples are collected from the clinical team at specified times every day.
Place in theplastic bag ready for collection by the courier
8. Photocopying
You may berequired to photocopy from time to time.
Photocopying of patients medical records onbehalf of solicitors or insurance companies must be dealt with promptly. Thepatients consent to release their medical records should be given beforeposting the copies to outside agencies.
9. Start and End of Day Procedures
You are requiredto arrive at work 10 minutes before you are due to start, this gives you timeto unlock doors and filing cabinets and to log in to the computer.
You must be readyto work at your starting time.
At the end ofeach day you must check all windows, doors and filing cabinets are locked.
Any patientidentifiable data is out of sight and that all lights are switched off.
10. Referrals and Letters
Forwardreferrals/correspondence as directed by clinical staff to appropriate healthprofessional.
11. Taking on New Patients
All patientsdespite their visa status will be registered with the practice as long as theylive within the practices catchment area (a copy of this area is available inreception)
The patient canbe asked for some form of ID to prove their name and address before registeringa patient.
Once ID has beenshown they will complete a GMS1 form (purple form) and an appointment will bemade with the Practice Nurse for a General Health Check.
12. Other requirements of the post
To understand andadhere to strict confidentiality
To maintain apositive attitude and manner towards patients and colleagues
To work as partof a team and as such will share tasks including filing and making tea andcoffee
Compliance withpractice policies and procedures including Health & Safety
KEY RESPONSIBILITIES
To participate inmeetings as necessary
Participate inyour annual appraisal
To maintain aprofessional development by attending external and in house training sessions arrangedby the Practice Manager
The duties aboveare subject to periodic review with the post holder
Person Specification
Experience
* Customer Service Experience
* Experience in a healthcare setting
* Previous Experience in a General Practice Setting
Qualifications
* GCSE Grade A to C in English and Maths
* EMIS experience
* Previous experience in a healthcare setting
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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