Apprentice Medical Receptionist/Administrator

Main Duties and Responsibilities

• Act as the first point of contact for patients, visitors and healthcare professionals, providing a professional and welcoming service.


• Answer and manage incoming telephone calls, taking and relaying messages accurately.


• Respond to patient enquiries via telephone, email, online systems and in person.


• Book, amend and cancel patient appointments in line with practice procedures and clinical need.


• Process online appointment requests and allocate them to the appropriate clinician.


• Manage appointment diaries and support the smooth running of clinics and surgeries.


• Handle requests for test results in accordance with practice policies.


• Arrange home visit requests and out-of-hours appointments where appropriate.


• Process Electronic Prescriptions (EPS) and repeat prescription requests.


• Register new patients and maintain accurate patient records on clinical systems.


• Update patient demographic information, including changes of address and contact details.


• Maintain both electronic and manual medical records in line with confidentiality requirements.


• Liaise with hospitals, district nurses, NHS services and other external healthcare organisations.


• Send and receive correspondence, including emails, medical summaries and patient information.


• Receive deliveries and process associated documentation.


• Provide general administrative support to GPs, nurses and the wider practice team.


• Ensure the reception and waiting areas are clean, organised and stocked with current patient information.


• Keep patients informed of delays and support effective communication within the practice.


• Follow practice security, confidentiality and data protection procedures.


• Report accidents, incidents, complaints or patient concerns to the Practice Manager.


• Attend team meetings, training sessions and performance reviews.


• Support continuous improvement and maintain knowledge of current NHS services and healthcare initiatives.


• Provide cover across different reception functions as required.


• Carry out any other administrative or reception duties reasonably requested by the Practice Manager or GP Partners.