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Medical Receptionist Job Description: Top Duties and Qualifications

A Medical Receptionist, or Medical Secretary, is the primary representative of a medical facility. Their duties include greeting visitors, maintaining appointments and providing direction to people in person and on the phone. The Medical Receptionist may also perform clerical work and disseminate information to medical staff.

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Medical Receptionist duties and responsibilities

Medical Receptionists perform a variety of duties in order to support the medical staff and its patients. They are the main liaisons of a medical facility, interacting with patients and medical staff. They act as mediators in communication. A Medical Receptionist’s duties and responsibilities also include:

  • Answering phones and forwarding calls to the appropriate party, or taking down messages for forwarding later
  • Collecting patient information and providing it to relevant medical leads
  • Tracking availability and preparing patients before their appointments
  • Informing medical staff when a patient has arrived or is waiting
  • Ensuring that each patient has the proper documentation and sign-in sheets
  • Handling correspondence and file transfers
  • Checking on medical staff throughout the day
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Medical Receptionist Job Description Examples:

Example 1

Stanmore Medical GROUPrequire a part time Medical Receptionist, preferably with experience in the NHS and/or GP practice, to join our progressive, dynamic, technologically driven, expanding and modern training practice.

Hours of work are 27 hours per week
Wednesday and Thursday 0745 to 1300 hrs
Monday, Tuesday, and Friday 1300 to 1830 hrs

Please note, previous applicants, need not apply

The successful applicant will need to be flexible in their approach to cover team absences where necessary. The successful applicant will also be required to work at all sites within the Practice. Salary is to be discussed at interview.

Job Summary

Receive, assist and direct patients in accessing the appropriate service or health care professional in a courteous, efficient and effective way and undertake administrative duties when not following the Receptionist role.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors either in person or via the telephone.

Job Responsibilities

To ensure an effective and efficient reception is provided to patients and any other visitors to the practice.

Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

Receive and make telephone calls as required. Divert calls, take messages ensuring accuracy of detail and prompt appropriate delivery.

Enter requests for home visits on to the computer ensuring careful recording of all relevant details and where necessary refer to the Duty Doctor.

Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours either on the computer or manually.

Prepare lists and notes for all surgeries and clinics held ensuring completion of all the associated paperwork.

Advise patients of relevant charges for private, non-general medical services. Accept payment and issue receipts for same where required.

Enter patient information on to computer as required.

Using the Computer

Accessing the computer for the purposes of extracting registration details, path results, medication information and referral data.

Finding details of immunisations and health promotion and medical reports if required.

Inputting data as requested if required.

Using SystmOne to book a patient appointment and learning the various tasks involved with computerised appointment.

Administration

To have a thorough knowledge of all practice procedures

To work in accordance with written protocols

Pulling, filing notes for surgeries and update as necessary when required.

When required making sure medical records are updated

Fax and photocopy as requested

Filing of prescriptions ready for collection

Knowing the purpose of various forms and where they are kept, e.g. temporary resident, new patient forms, change of address forms

Reception

Receiving patients

Consulting with members of the practice team

Handing completed repeat prescriptions to patients, checking names and addresses

Be able to cover all reception positions as necessary

Dealing with all patients or their relatives, friends or neighbours with their requests for appointment

Make adequate notes to pass on accurate messages

Coping with requests which are made for appointments, visits, collection of prescriptions, letters or messages left or to be left

Process appointment requests for current and future appointments either by telephone or face to face

Deal with visit requests

Dealing with Incoming Calls

Job Type: Part-time
Part-time hours: 27 per week

Salary: £9.18-£9.50 per hour

Benefits:
  • Company events
  • Company pension
  • On-site parking
  • Store discounts
    Schedule:
  • Monday to Friday
  • Overtime

    COVID-19 considerations:
    x2 lateral flow tests weekly, face mask wearing in shared/public areas, regular hand and equipment cleaning

    Education:
  • GCSE or equivalent (required)

    Experience:
  • Customer service: 1 year (preferred)
  • Receptionist: 1 year (preferred)

    Application deadline: ID: RECEPTJULY22

    • Example 2

    Larksfield Surgeryrequire a part time Medical Receptionist, preferably with experience in the NHS and/or GP practice, to join our progressive, dynamic, technologically driven, expanding and modern training practice.

    Hours of work are 27.25 hours per week
    Thursday 0745 to 1300 hrs
    Monday, Tuesday, Wednesday and Friday 1300 to 1830 hrs

    Please note, previous applicants, need not apply

    The successful applicant will need to be flexible in their approach to cover team absences where necessary. The successful applicant will also be required to work at all sites within the Practice. Salary is to be discussed at interview.

    Job Summary

    Receive, assist and direct patients in accessing the appropriate service or health care professional in a courteous, efficient and effective way and undertake administrative duties when not following the Receptionist role.

    Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors either in person or via the telephone.

    Job Responsibilities

    To ensure an effective and efficient reception is provided to patients and any other visitors to the practice.

    Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

    Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

    Receive and make telephone calls as required. Divert calls, take messages ensuring accuracy of detail and prompt appropriate delivery.

    Enter requests for home visits on to the computer ensuring careful recording of all relevant details and where necessary refer to the Duty Doctor.

    Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours either on the computer or manually.

    Prepare lists and notes for all surgeries and clinics held ensuring completion of all the associated paperwork.

    Advise patients of relevant charges for private, non-general medical services. Accept payment and issue receipts for same where required.

    Enter patient information on to computer as required.

    Using the Computer

    Accessing the computer for the purposes of extracting registration details, path results, medication information and referral data.

    Finding details of immunisations and health promotion and medical reports if required.

    Inputting data as requested if required.

    Using SystmOne to book a patient appointment and learning the various tasks involved with computerised appointment.

    Administration

    To have a thorough knowledge of all practice procedures

    To work in accordance with written protocols

    Pulling, filing notes for surgeries and update as necessary when required.

    When required making sure medical records are updated

    Fax and photocopy as requested

    Filing of prescriptions ready for collection

    Knowing the purpose of various forms and where they are kept, e.g. temporary resident, new patient forms, change of address forms

    Reception

    Receiving patients

    Consulting with members of the practice team

    Handing completed repeat prescriptions to patients, checking names and addresses

    Be able to cover all reception positions as necessary

    Dealing with all patients or their relatives, friends or neighbours with their requests for appointment

    Make adequate notes to pass on accurate messages

    Coping with requests which are made for appointments, visits, collection of prescriptions, letters or messages left or to be left

    Process appointment requests for current and future appointments either by telephone or face to face

    Deal with visit requests

    Dealing with Incoming Calls

    Job Type: Part-time
    Part-time hours: 27.25 per week

    Salary: £9.18-£9.50 per hour

    Benefits:
  • Company events
  • Company pension
  • On-site parking
  • Store discounts
    Schedule:
  • Monday to Friday
  • Overtime

    COVID-19 considerations:
    x2 lateral flow tests weekly, face mask wearing in shared/public areas, regular hand and equipment cleaning

    Education:
  • GCSE or equivalent (required)

    Experience:
  • Customer service: 1 year (preferred)
  • Receptionist: 1 year (preferred)

    Application deadline: ID: RECEPLFJULY22

    • Example 3

    Company description

    GP practice

    Job description

    Our friendly GP practice is looking for a new receptionist to join the team for 14 hours per week. Working hours are: Tuesday 09.00 to 17.00, Thursday 13.00 to 19.00

    Flexibility to cover colleagues holidays is essential.

    This role will also be responisble for the accurate filing and supporting the management of our medical records. You must be physically able to work from a step ladder and accurate in mananging records alphabetically.

    You must have excellent verbal , keyboard and communication skills, be IT literate and have a caring nature.

    This is a fast paced environment and we are looking for a team player. Previous experience of working in a health care setting is preferred but we will train the right candidate. The work involves managing the phones , dealing with face to face patient enquires , general administration and supporting the general running of a busy practice.

    Job Types: Part-time, Permanent

    Salary: From £11.00 per hour

    Benefits:
  • Company pension

    COVID-19 considerations:
    This is a health care setting and COVID precautions remain in Receptionist: 1 year (preferred)

    • Example 4

    20 - 30hr hour Care Navigator/Trainee Dispenser post

    If you are looking for a part time post, this role may be ideal for you as we can provide you with good experience of an administrative and public facing role and also opportunities to learn new skills. This is a dual post including hours covering the Care Navigator role as well as hours worked in the dispensary. Full training will be provided, the dispensary training leads to a NVQ level 2 and we are always keen to develop our staff by providing further training opportunities.

    We are a small rural GP dispensing practice based in Rudgwick in West Sussex on the Surrey border. There are good public transport links to Cranleigh and Horsham and onsite parking is available. Our team consists of 3 GPs (one working remotely), one nurse, three health care assistants, a dispensing team and admin team.

    The vacancy has arisen due to other members of our team training in other areas and also to provide additional hours to manage our increased workload. The days and hours requiring cover are Monday - Friday between 8am and 6.30pm. Full day shifts start at 8am and [email address], half days at either 8am or 12.30pm and you will be working alongside another care navigator/dispenser. The post will therefore be between 20 and 30hrs per week but additional hours are always available to cover staff leave and so longer hours would also be a possibility. We may be able to offer some flexibility and consider slightly shorter working days.

    As a Care Navigator, you will be the first point of contact for our patients either face to face on the phone or via email and you will also be required to carry out various administrative tasks such as prescription administration and task management relaying information back to patients from the GP. The successful applicant will have good communication and people skills, be a strong and flexible team player, have good attention to detail, be computer literate and able to work on their own initiative.

    Key qualities:

  • A friendly and courteous manner
  • Some flexibility with working patterns to provide additional cover when needed
  • Be capable of working in a busy environment
  • Be adept at answering questions and dealing with patient queries
  • Good organisational skills and ability to prioritise
  • Be motivated and a team player
  • Be IT literate (we use System One as our clinical system - training is provided)
  • Good attention to detail

    The dispenser role is a responsible position that requires concentration and a good eye for detail as accuracy is important. Knowledge of monitored dosage systems would be an advantage. You must be able to work and communicate as part of a team in a busy fast paced environment be able to prioritise a varied workload and effectively multi-task.

    Duties and and responsibilities (dispenser) will include:

  • Label, dispense and endorse prescriptions in accordance with standard operating procedures to ensure safe supply to patients in an efficient and accurate manner.
  • Ensure the safe supply and appropriate storage of medicines.
  • Ordering enough medication and stock in line with company procedures to meet patient demand and date/usage checking to maximise availability and minimise waste.
  • Create and update patient medication records in accordance with data protection principles to ensure patient confidentiality.
  • Assist where necessary with the preparation of monitored dosage systems to benefit patients on multiple medication regimes.
  • Check endorsements and patient declarations on prescriptions and file correctly to ensure maximum payments are received with minimal losses.
  • Process invoices and paperwork in a timely manner following company procedures.
  • Undertake all necessary housekeeping duties so that dispensary is kept clean and tidy.
  • Work as part of a team and actively demonstrate a willingness to support and achieve the overall business objectives.

    Experience as a receptionist or in a public facing role would be beneficial although medical receptionist or dispensary experience is not essential as full training will be given. We offer 5 weeks (pro rata) leave each year and membership of the NHS pension scheme.

    Please contact Susan Mckenzie or Louise Crow for further information, 01403 822103

    Application by cv. Closing date 16/12/2022

    Starting salary dependent on experience

    Job Types: Part-time, Permanent

    Salary: From £10.00 per hour

    Benefits:
  • Company pension
  • On-site parking
    Schedule:
  • Monday to Friday

    COVID-19 considerations:
    We have a glass screen at reception to provide a barrier with patients. Patients advised to wear masks when visiting the surgery. Hand sanitiser/masks available.

    Ability to commute/relocate:
  • Horsham, RH12 3HB: reliably commute or plan to relocate before starting work (preferred)

    Education:
  • GCSE or equivalent Location: One location

    • Example 5

    Kildonan HOUSE GROUP Practice

    Full Time Medical Receptionist Required

    We are looking to recruit an enthusiastic, motivated Medical Receptionist to work with our reception team, hours are full time. Hours to be discussed.

    We are a long established GP training practice in Horwich. We offer a wide range of primary care services to 15,600 patient. Our team consists of 2 GP partners, salaried GPs, Advanced Practitioners, GP trainees, Practice Nurses, Health Care Assistants, and Reception and Administration support staff.

    You must have excellent communication skills, be computer literate, experience of TPP clinical system would be advantageous, able to multi-task, handle stressful situations.

    We will offer you: -

    Competitive Salary

    NHS Pension Scheme

    Training and Mentoring

    Job Types: Full-time, Permanent

    Salary: £11.40 per hour

    Schedule:
  • Monday to Friday
  • Weekend availability

    COVID-19 considerations:
    All customers are required to wear a face Receptionist: 1 year (required)

    • What does a Medical Receptionist do?

    A Medical Receptionist assists people who come to the medical facility for care or other services. They are the first person the visitor sees upon arrival or talk to when they call. A Medical Receptionist answers inquiries in a timely manner and checks patients in for their appointments. They call patients to verify appointments, collect information and maintain filing systems. Medical Receptionists also make sure that both patients and staff times are coordinated, and ready for an appointment.

    Medical Receptionist skills and qualifications

    A Medical Receptionist needs to be capable of handling a stressful environment at any given time in order to serve patients, medical staff, requests and inquiries as they come in. A qualified candidate will have various prerequisite skills/qualifications needed for duties including:

    • Multitasking to balance responsibilities between visitor needs and office availability
    • Time management skills for maintaining the focus of office staff and keeping pace with daily tasks
    • Understanding of healthcare terminology for relaying medical data
    • Excellent communication and people skills and a pleasant demeanour
    • Experience in scheduling and tracking patient information/appointments and maintaining supplies
    • Training in HIPAA Privacy Rules, understanding patient rights and how to communicate medical histories
    • Data entry skills like using electronic-medical record keeping via remote software

    Medical Receptionist experience requirements

    The role of Medical Receptionist is an entry-level position that requires one year of prior experience as a Medical Receptionist, or one year of experience in a similar position. A quality candidate has good interpersonal and listening skills, can type at 60 words per minute and is able to maintain patient confidentiality. They should also have experience with handling stressful situations. A Medical Receptionist should be able to apply their best judgment to find solutions when problems arise.

    Advanced experience requirements for a Medical Receptionist include the ability to understand medical terms and abbreviations and the ability to type them into written or electronic medical forms. They may also have experience working as a Medical Audio Transcriptionist, prior to transitioning to the role of Medical Receptionist.

    Medical Receptionist education and training requirements

    The role of Medical Receptionist requires minimum educational requirements. Organisations can offer apprenticeships in this role. If education or experience is preferred, a candidate should have one of the following: a Level 1 Award in Salon Reception Duties, a Level 1 Certificate in Business and Administration, a Level 2 Certificate in Front of House Reception, or a Level 2 Diploma in Reception Operation and Services.

    Medical Receptionist salary expectations

    The average pay for a medical receptionist is £8.79 per hour. The actual wage depends on the experience level of the candidate and the geographic location of the position.

    Job description samples for similar positions

    Here are job description samples for positions that are similar to the role of Medical Receptionist, if this job description wasn’t quite what you were looking for:

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    Medical Receptionist job description FAQs

    What qualities make a good Medical Receptionist?

    A good Medical Receptionist is welcoming and helpful. Qualities include a cheerful attitude, a willingness to help those in need, compassion, professionalism and good people skills. They should also have excellent communication skills and strong attention to detail.

    Who does a Medical Receptionist report to?

    A Junior Medical Receptionist reports to the Senior Medical Receptionist. In the event there is no Senior Medical Receptionist, the Medical Receptionist typically reports to the Office Manager.

    What makes a good Medical Receptionist job description?

    A good Medical Receptionist job description clearly lays out the duties and responsibilities of the position. The job description should be as informative as possible to attract a candidate with skills that align with the position. It should also describe the medical specialty of the clinic or facility in case there are any field-specific requirements.

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