Job Description
Medical Secretary / Practice Receptionist
Reports To
Practice Manager and General Practitioners
Job Purpose
To provide a professional, efficient, and confidential reception and administrative service within the medical practice. The role involves managing patient appointments, handling enquiries, maintaining accurate records, preparing correspondence, and supporting the clinical team to ensure the delivery of high-quality patient care.
Key Responsibilities
Reception Duties
- Welcome patients and visitors in a courteous and professional manner.
- Manage the reception area, ensuring a positive patient experience.
- Answer telephone calls and respond to patient enquiries efficiently.
- Schedule, amend, and cancel appointments using the practice management system.
- Register new patients and update patient demographic information.
- Manage patient check-in and check-out procedures.
Medical Secretarial Duties
- Prepare, type, and distribute medical correspondence, referrals, reports, and other documentation.
- Process incoming hospital letters, consultant reports, and laboratory results.
- Maintain accurate electronic and paper filing systems.
- Scan and upload documents to patient records.
- Support doctors and clinical staff with administrative tasks and document management.
- Manage and submit STC’s via the PCRS
- Manage and submit maternity claims
- Track claims and payments re Private Health Insurance submissions, Medical Legal & PMA requests,
- Track claims for Chronic Disease Management.
Patient Records Management
- Maintain accurate and up-to-date patient records.
- Ensure all documentation is filed and processed promptly.
- Handle requests for medical records in accordance with GDPR and practice policies.
- Ensure strict confidentiality of patient information at all times.
Administrative Duties
- Process incoming and outgoing mail, emails, and other communications.
- Maintain appointment recalls and follow-up systems.
- Order and monitor office and clinical stationery supplies.
- Assist with practice audits, reports, and administrative projects.
- Provide administrative support to the Practice Manager as required.
Compliance and Confidentiality
- Adhere to all practice policies and procedures.
- Comply with GDPR, data protection legislation, and confidentiality requirements.
- Follow health and safety policies and infection prevention procedures.
- Participate in mandatory training and continuous professional development.
Person Specification
Essential Requirements
- Previous reception, customer service, administrative, or secretarial experience.
- Excellent communication and interpersonal skills.
- Strong organisational and time-management abilities.
- Good computer skills, including Microsoft Office applications.
- Ability to maintain confidentiality and professionalism.
- Ability to work effectively as part of a team.
Desirable Requirements
- Previous experience in a GP practice, medical centre, or healthcare environment.
- Knowledge of medical terminology.
- Experience using practice management software (e.g. Socrates or similar systems).
- Understanding of GDPR and healthcare confidentiality requirements.
Key Competencies
- Professional and patient-focused approach.
- Excellent telephone manner.
- Attention to detail and accuracy.
- Ability to multitask in a busy environment.
- Strong organisational skills.
- Reliability, flexibility, and teamwork.
- Ability to work calmly under pressure.
Working Hours
Hours may are full-time and may include cover for annual leave, staff absences, and occasional extended practice hours as required.
Salary
Salary will be commensurate with experience, qualifications, and practice policies.
Pay: €16.00-€18.00 per hour
Benefits:
Work Location: In person
