Medical secretary /receptionist
The Medical PA/Receptionist at out Client plays a crucial role in supporting the assigned doctors: partners and the associate doctors—by providing administrative, financial, operational, and patient-facing assistance. You will ensure smooth diary management, patient liaison, results and referral handling, compliance oversight, financial processing, and contributes to practice-wide operational efficiency.
This role requires strong organisational skills, lateral thinking, and the ability to work collaboratively within a fast-paced healthcare environment. You will work closely with their designated doctor while also supporting the wider practice team.
You will report to the Senior Executive Assistant (Senior EA), who is overseen by the Practice and Business Operations Manager.
Job Description:
- PA and reception support to the Practice
- Telephone, Text, WhatsApp, Email and online booking and support to Practice
- Opening and/or closure of the Practice
- Ensuring safe workplace for self, colleagues and patients
- Following pathways and standard operating procedures
- Room stocking – clinical and non-clinical stock
- Monitoring of regulatory health and safety procedures
- Learning understanding and promoting Practice services
- PA support to the Practice Assigned Doctors
- Manage the doctors’ schedules, appointments, and correspondence efficiently.
- Prepare and organise medical notes, referrals, and patient information for consultations. Maintain patient folders, registration and results
- Understand GDPR, access and results / report handling: logging tests carried out, labelling, organising couriers and logging all data in accordance with practice procedure.
- Coordinate internal and external meetings, taking notes and following up on action points: utilisation of online forms and compliance systems
- Act as the main administrative contact for matters related to the assigned doctors’ patients and workload.
- Patient Support & Liaison
- Serve as the first point of contact for patient queries, ensuring efficient and professional responses.
- Guide patients through appointment scheduling, test bookings, referrals, and private insurance processes.
- Maintain a proactive approach to patient follow-ups, ensuring timely communication and a seamless patient journey.
- Assist with escalated patient concerns, working with the Senior EA as needed.
- Results, Referral & Records Management
- Track and process test results, ensuring they are reviewed promptly by the doctor and communicated to patients.
- Manage and coordinate outbound referrals, liaising with specialists, hospitals, and external providers.
- Ensure up-to-date and accurate patient records in line with GDPR and CQC compliance standards.
- Compliance & Documentation
- Ensure adherence to CQC and GDPR in all administrative functions.
- Assist in audit preparations, regulatory inspections, and compliance documentation.
- Maintain awareness of practice policies and procedures, supporting the doctor in meeting compliance requirements.
- Financial Processing & Billing Support
- Ensure all patient billing relationships are maintained accurately, updating records as required.
- Take payments on the day of appointments, ensuring transactions are correctly processed.
- Support the finance team in implementing practice-wide financial protocols and efficiencies.
- Monitor and assist in resolving billing discrepancies, invoice queries, and payment follow-ups.
- Work closely with the accounts team to ensure accurate financial reporting related to patient payments.
- Clinic Operations & Stock Management
- Understand and support the day-to-day running of the clinic, ensuring operational efficiency.
- Monitor clinic stock levels, ensuring all necessary supplies are available.
- Coordinate with the admin and procurement team to order medical and office supplies as needed.
- Proactively identify operational challenges and suggest practical solutions to improve workflows.
- Sales & Service Enhancement
- Identify opportunities to promote additional services, including health screenings, corporate healthcare, and wellness programs.
- Work closely with the Practice Manager and practice team to enhance patient retention and satisfaction.
- Gather and relay patient feedback to support continuous service improvement.
Reporting & Team Structure:
- Reports to: Senior Executive Assistant (Senior EA)
- Overseen by: Practice and Business Operations Manager
- Supports: One designated Partner and Associate Doctor(s)
- Works alongside: Senior EA, Practice Manager, Home working patient support and data administrator.
Plays a critical role in supporting individual doctors while ensuring financial, operational, and compliance efficiency within the practice.
Key Skills & Experience Required:
- Experience in an administrative, PA, or medical secretary role, ideally within private healthcare.
- Strong organisational skills, able to manage multiple tasks efficiently.
- Lateral thinker with the ability to problem-solve and anticipate needs proactively.
- Excellent team player who works collaboratively and effectively within a healthcare setting.
- Financial proficiency, including handling payments, invoicing, and billing reconciliation.
- Excellent patient communication and customer service abilities.
- Knowledge of healthcare compliance (CQC, GDPR, medical confidentiality).
- Proficiency in using practice management software, electronic records, and scheduling tools.
- Ability to work independently while coordinating with the Senior EA, finance team, and broader practice team.
- Excellent communication skills
