To serve as the first point of contact for patients and visitors, providing a welcoming and efficient front-of-house experience while supporting the clinical and administrative functions of the surgery. Key Responsibilities: Patient Interaction: Greet patients, visitors, and callers in a professional and courteous manner. Assist patients with inquiries, concerns, and other needs. Anticipate patient anxieties and maintain a calm and orderly reception area.
Appointments: Book, and manage patient appointments using the surgery's appointment system (SystmOne). Notify medical staff of patient arrivals and manage the flow of appointments to minimise delays. Process appointment requests from patients, staff, and external agencies. Administrative & Clerical Tasks: Answer and transfer phone calls, taking messages when necessary.
Process incoming and outgoing system messages. Handle patient registrations and update patient demographic information in records. Scan, file, and retrieve patient-related documents and records. Act as a liaison between patients, doctors, nurses, and other medical departments.
Information Management: Ensure the confidentiality and integrity of all patients, staff, and practice information in compliance with regulations. Maintain and update patient records accurately. Office Management: Monitor and maintain inventory of stationery and office supplies. Ensure the reception area and public notice boards are kept tidy.
Qualifications & Skills: Excellent communication and interpersonal skills. Proficiency with standard office equipment, computer systems, and practice management software. Strong organisational and multitasking abilities. Ability to maintain confidentiality and handle sensitive information.
A calm, patient, and friendly demeanour. Work Environment: Fast-paced environment requiring adaptability and efficiency. Collaborative team environment working closely with medical and administrative staff.