Tobe responsible for undertaking a wide range of reception duties and theprovision of general support to the multidisciplinary team. Duties can include, but are not limited to,greeting and directing patients, effective use of the appointment system,booking appointments, the processing of information and assisting patients asrequired.
To act as the central point of contact for patients, beresponsible for the distribution of information, messages and enquiries for theclinical team, liaise with multi-disciplinary team members and externalagencies such as secondary care and community service providers.
Main duties of the job
The following are the core responsibilities ofthe Apprentice Medical Care Co-Ordinator. There may be, on occasion, arequirement to carry out other tasks. This will be dependent upon factors suchas workload and staffing levels:
a.Maintainand monitor the practice appointment system
b.Processpersonal, telephone and e-requests for appointments
c.Answerincoming phone calls, transferring calls or dealing with the callers requestappropriately
d.Signpostpatients to the correct service
e.Initiatingcontact with and responding to, requests from patients, team members andexternal agencies
f.Codedata on the clinical IT system
g.Photocopydocumentation as required
h.Dataentry of new and temporary registrations and relevant patient information asrequired
i.Inputdata into patients healthcare records as necessary
j.Directrequests for information, i.e., SAR, insurance/solicitors letters and DVLAforms to the administrative team
k.Manageall queries as necessary in an efficient manner
l.Carryout system searches as requested
m. Maintain a clean, tidy, effectiveworking area at all times
n.Monitorand maintain the reception area and notice boards
o.Supportall clinical staff with general tasks as requested
About us
IrwellMedical Practice is a consistently high QOF & Quality Framework achiever.In our last CQC inspection (2017) we were rated outstanding.
We are an established Training Practicewith 6 Partners, 8 Salaried GPs, 5 Practice Nurses, 2 Healthcare Assistant, 1Nurse Associate and 1 Advanced Nurse Practitioners with a practice populationof 15,100 and growing.
Job responsibilities
The following are the core responsibilities ofthe Apprentice Medical Care Co-Ordinator. There may be, on occasion, arequirement to carry out other tasks. This will be dependent upon factors suchas workload and staffing levels:
a.Maintainand monitor the practice appointment system
b.Processpersonal, telephone and e-requests for appointments
c.Answerincoming phone calls, transferring calls or dealing with the callers requestappropriately
d.Signpostpatients to the correct service
e.Initiatingcontact with and responding to, requests from patients, team members andexternal agencies
f.Codedata on the clinical IT system
g.Photocopydocumentation as required
h.Dataentry of new and temporary registrations and relevant patient information asrequired
i.Inputdata into patients healthcare records as necessary
j.Directrequests for information, i.e., SAR, insurance/solicitors letters and DVLAforms to the administrative team
k.Manageall queries as necessary in an efficient manner
l.Carryout system searches as requested
m. Maintain a clean, tidy, effectiveworking area at all times
n.Monitorand maintain the reception area and notice boards
o.Supportall clinical staff with general tasks as requested
Inaddition to the primary responsibilities, may be requested to:
a.Partakein audit as directed by the audit lead
c.Actionincoming emails and correspondence as necessary
d.Scanpatient related documentation and attach scanned documents to patientshealthcare records
e.Completeopening and closing procedures in accordance with the duty rota
f.Tosupport in the management of repeat prescriptions, ensuring they are processedaccurately and efficiently
g.Orderand monitor stationery supplies
h.Produce,maintain and participate in the receptionist rota for lunch and out of hourscover
i.Deputiseand support during periods of absence
j.Supportreception staff development, providing guidance and direction, ensuring staffare up to date with mandatory training
k.Identifyand provide team training where required
l.Supportin producing and maintaining the duty rota
m. Support the Practice Manager with allPatient Participation Group related matters
n.Supportthe health promotion lead and display promotional material on the allocatednoticed boards and in the waiting room
Person Specification
Skills + Personal Qualities
* Excellent communication skills (written and oral)
* Clear, polite telephone manner
* Competent in the use of MS Office applications
* Effective time management (planning and organising)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* Polite and confident
* Flexible and cooperative
* Motivated
* Forward thinker
* High levels of integrity and loyalty
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
Qualifications
* Educated to GCSE level or equivalent
* GCSE Mathematics and English (C or above)
* NVQ Level 2 in Health and Social Care
Experience
* Experience of working with the general public
* Experience of administrative duties
* Experience of working in a healthcare setting
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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