VISIO Health
Job Description: Medical Receptionist / Administrator - January 2026 Start
Background
Hello Welcome to this job advert for a Medical Receptionist / Administrator at VISIO Health. We are a new medical clinic in Wooburn Green, Buckinghamshire, specialising in Ophthalmology. We're looking for a friendly and warm person to be the face of our clinic and support our consultants, staff, and patients with professionalism and care.
VISIO is patient-centred and consultant-led. We want every patient and staff member to enjoy their time when they walk through the doors, and you will be directly responsible for making this happen. We're looking for somebody approachable and adaptable, with strong organisational skills and empathy, who can handle a busy environment while paying attention to the little details that make a difference.
We also offer Wellbeing services, so every day is varied and rewarding.
Mission Statement
"Offering patient-centred premium healthcare, aiming to put a smile on the faces of both patients and staff alike. We are heart-led with a passion for improving people's physical, mental and emotional wellbeing."
Values
* Vision
* Integrity
* Safety
* Innovation
* Openness
Post Title: Medical Receptionist / Administrator
Salary: £24,000 – £28,000 (dependent on experience and time in role)
Hours: 37.5 hours per week (Mon-Fri 8.30am - 4.30pm)
Location: Wooburn Green, Buckinghamshire
Responsible to: VISIO Health Directors (x2) & Theatre Manager
Job Summary
We are seeking a Medical Receptionist / Administrator to provide professional front-of-house support while ensuring our clinic administration runs smoothly. You will be the first point of contact for patients, providing exceptional customer service while managing key tasks such as bookings, payments, insurer billing, and record-keeping.
Your role is vital to the organisation's success, and we would love to hire you if you are warm, kind, and empathetic. Many of our patients are elderly and may need extra time and reassurance. We want someone who is naturally curious, able to engage patients in conversation, and help them feel seen, heard, and understood.
This role also requires strong organisational skills, excellent diary management, and the ability to handle sensitive information with discretion. You will need to schedule patients in a logical and cohesive way (consultations together, diagnostics together, surgery together, laser together) to keep the clinic running efficiently. We are looking for someone who is switched on, adaptable, and enjoys the buzz of a role where no two days are ever quite the same.
Skills & Attributes
* Warm, approachable, and professional communication style.
* Strong organisation and excellent diary management skills.
* Ability to prioritise and schedule logically in a busy clinical environment.
* Confidence in making decisions and adapting quickly to changes.
* Competence in Microsoft Office (Word, Excel, Outlook).
* Accuracy and attention to detail, especially with financial and clinical data.
* Empathy and patience with elderly or vulnerable patients.
* Willingness to "go the extra mile" to create a welcoming clinic environment.
* Ability to stay beyond 4:30pm if necessary to finish tasks (salaried role).
Experience
* Medical receptionist / administrator: 1 year minimum.
* Ophthalmology or private healthcare experience: desirable but not essential.
* Handling payments and billing insurers: desirable.
* Familiarity with practice management systems (e.g. MIDEXPro, MediSIGHT, Concentric): desirable but training provided.
Learning & Development Opportunities
* Life Support training (provided in role).
* Oliver McGowan training (learning disability & autism awareness).
* Hands-on learning with diagnostic machines (OCT, Biometry, Corneal Topography, Visual Fields, Fundus Camera, Autorefractor).
* Opportunity to progress into advanced ophthalmology support (e.g. diagnostic technician bank shifts).
Why Join VISIO?
* Be the welcoming face of a family-run clinic that values both patients and staff.
* Join a modern, state-of-the-art healthcare environment.
* Enjoy varied work across Ophthalmology, Dermatology, Aesthetics, and Wellbeing.
* Real opportunities to develop your skills and grow into advanced clinical administration.
Duties & Responsibilities
Reception & Patient Care
* Greet patients warmly upon arrival and check them in for appointments.
* Offer teas/coffees to patients (and visitors/consultants) and serve them with care.
* Call patients 1 day after surgery to check on their recovery.
* Ask patients after follow-up appointments to leave a Google review, showing them how to use our Review Card QR code.
* Take pride in providing an outstanding patient experience at every step.
Clinic Setup & Close-Down
* Set up the desk for the day: lights on, screens on, uncover diagnostic equipment.
* Wipe down reception area in the morning and at the end of the day.
* Clean the coffee machine every evening.
* Ensure all files are scanned, stored neatly, and premises are left tidy before leaving.
Bookings & Diary Management
* Manage consultant diaries and patient bookings in MIDEXPro, ensuring clinics are scheduled in a logical and efficient way (e.g. consultations together, diagnostics together, surgery together).
* Reschedule appointments when needed, ensuring minimal disruption.
* Use initiative and good judgment to coordinate urgent appointments without disturbing the overall clinic flow.
* Support smooth patient flow throughout the clinic by liaising with consultants and nursing staff.
Administration & Records
* Collect patient details at first visit and ensure GP/Optometrist details are recorded.
* Create new patient profiles in MIDEXPro and copy across to MediSIGHT and Concentric.
* Print and maintain accurate patient folders and records.
* Upload diagnostic scans to MediSIGHT.
* Scan documents and upload them to MIDEXPro.
* Send appointment letters, editing where necessary.
* Maintain and update patient spreadsheets, VISIO tariffs, and surgeon fee records.
* Use Mail Merge (Word/Outlook) for communications.
* Organise filing systems and keep VISIO tidy.
Payments & Billing
* Take payments at the desk and securely process card details (including phone payments).
* Send invoices/receipts via email or provide printed copies.
* Bill insurers accurately and double-check invoice amounts (including lens details).
* Reconcile remittances, send shortfalls in a timely manner, and generate reports for accounts.
Communication & Email Management
* Handle inbound calls, addressing enquiries and scheduling appointments.
* Maintain the mailbox and monitor, forwarding to directors when appropriate.
* Email patients and consultants professionally and accurately.
* Call Optometrists and external partners to schedule meetings on behalf of directors.
Support to Directors & Theatre Team
* Carry out ad hoc admin tasks set by Medical Director (Ms Ranjit Sandhu) or Operations Director (Mr Sanjog Sandhu) — e.g. helping with photos for social media.
* Possibility of ordering lenses and completing booking forms under the guidance of Theatre Manager (Tanya Reyes).
* Assist in managing operating theatre lists, ensuring equipment is ordered in a timely manner.
We would love for you to join our team at VISIO Health Please do not hesitate to call us on if you have any questions
Job Type: Full-time
Pay: £24,000.00-£28,000.00 per year
Benefits:
* Employee discount
* Free parking
* Health & wellbeing programme
* On-site parking
Experience:
* Reception: 1 year (required)
Work Location: In person
Application deadline: 31/12/2025
Expected start date: 11/01/2026