Job Description

The Medical Centre reception provides an initial point of contact to all visitors to the Medical centre. As such, the medical receptionist(s) will provide a focal point for providing advice and administrative support as required.

• To provide effective and appropriate reception services including the management of the medical centre reception, waiting areas, and appointment booking system. To act as first point of contact for patients, personnel and visitors to the Medical Centre, including the registration and de-registration of patients.

• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.

• Support improvement and development and application of processes within reception.

• To assist in the strict maintenance of medical documentation including ownership and movement in accordance with data protection policy and caldicott principals.

• To remain flexible and be able to adapt processes and working practices to meet challenges to critical outputs.

• Oversee the running of the clinics and monitoring practice appointment system. To proactively engage with clinicians and PM around clinic capacity and nature of interactions, identifying emerging issues with regards demand for appointments and availability.

• Attend multi-disciplinary team meetings and contribute accordingly. Taking minutes and distributing where necessary.

• Act as the first point of contact for all general enquiries into the Medical Centre, in person or by telephone. Responsible for the correct onward communication of such enquiries as appropriate.

• Collate and report basic clinical statistics when required.

• Responsible for and operate the office machinery within the reception area. This includes- photocopier, shredder, scanner and computer equipment.

• Assist in any reasonable administrative capacity for the benefit of the department.

• Play an active role in building security by maintaining vigilance and confirming the identification of personnel entering and leaving the building.

• Take a full and active part in the Medical Centre emergency response organization as required.

• Training and ongoing mentoring of administrative and clinical staff in the procedures carried out within the reception.

• Ensure a working knowledge of other Administrative Assistant's roles and comply with military medical/administrative procedures, in order to maintain business continuity.

• Providing clerical assistance to Practice staff as required, including supporting a robust recall system for chronic disease and other occupational health activities, ensuring all patients are invited for tests in a timely manner in line with the national schedule.

• Reporting any building defects/repairs or Health and Safety issues through line management.

• Competent working knowledge of Microsoft (MS) Office 365 including Word, Excel and Outlook

• Strong people/communication skills particularly relating to face-to-face and telephone contact.

Working knowledge of Ministry of Defence (MOD) medical information system - DMICP