Care Coordinator Administrator

The Old Court House Surgery; Sutton; On-site; GBP 60,000 - 80,000; Part time

Job summary

A local healthcare practice in Sutton is looking for a part-time administrative team member to support partners and management. Key responsibilities include updating patient records, managing patient recalls, and assisting with general admin tasks. Applicants should have at least a year of administrative experience and good interpersonal skills. The role requires English and Maths GCSE Level C or equivalent. The position involves working in a busy team and offers a chance to contribute to patient care in a community-focused practice.

Qualifications

• Working in an administration role for at least 1 year.
• Dealing with the public in a front-facing role.
• Experience with primary care systems like EMIS web.

Responsibilities

• Update patient medical records accurately based on clinical correspondence.
• Undertake patient call and recall processes monthly.
• Process patient registrations and monitor practice generic mailbox.

Skills

Computer literacy and IT

Good team working

Ability to prioritise own workload

Education

English and Maths GCSE Level C or equivalent

Tools

Microsoft Office

EMIS web

Job description

An exciting part-time vacancy has arisen in our admin team. This is a varied role to join our existing team of 4 to support the partners, management and practice as a whole in a range of administrative duties.

Please note: previously unsuccessful applicants should not re-apply.

This is a Sutton PCN ARRS role so whilst the day to day management of this role will come from within the practice the contract and employment will sit with Sutton PCN.

Main duties of the job

This will involve a range of duties incl:

Read coding

Patient call and recall

Referrals / tasks

Summarising / filing

Note taking and meeting management

About us

The Old Court House Surgery is a well-established practice with nearly 13,500 patients located in the heart of Sutton and is part of the Central Sutton Primary Care Network.

Our site is a large, modern working environment and is home to a workforce of 40+ including PCN/ARRS roles.

We are a 5 partner PMS and training practice using the EMIS web clinical system with a strong team of highly skilled and experienced healthcare professionals incl salaried GPs, ANPs, Nurses, HCAs and Phlebotomists working alongside our excellent team of admin and reception staff.

Job responsibilities

Key Tasks and Responsibilities

Read Coding

• To update patient medical records accurately from information provided (highlighted) on hospital letters and patient correspondence such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information i.e. BP recordings, height, weight, smoking status etc. This is all required to be followed in line with the practice managing clinical correspondence protocol.
• To consider the QOF box pop up and whether there is information in the clinical correspondence that may require a more comprehensive review of the record and elevate to the GP
• Run EMIS searches as directed and input missing data as appropriate

Data Quality & Patient Recall

• Provide proactive support for the monitoring of data to ensure KPI and QOF targets are achieved, and patient clinical registers are accurate
• Undertake patient call and recall processes monthly for all cohorts and in line with practice procedures and using our new Abtrace recall process appropriately
• Use templates and protocols to ensure that data is recorded accurately in the patient medical record in order to monitor KPI and other activity
• Create bespoke EMIS searches and protocols to prompt clinician action
• Send individual and bulk invitations / reminders via text messaging software
• Undertake the summarising of patient records on registration in line with practice policy
• Assist in implementation of e-Referrals
• Import new referral forms to EMIS, add self-populating fields
• Archive redundant referral forms from EMIS
• Monitor and respond to EMIS workflow tasks
• Monitor and respond to docman workflow tasks
• Use AccuRx (texts and emails) to contact patients and respond to incoming communications

Other

• Process patient registrations and deductions
• Monitor practice generic mailbox for emails that do not go to Docman, and distribute, forward and respond as appropriate
• Support patient enquiries made by phone and in particular during the usual hours of 10-12 daily
• Undertake filing of patient records
• Support for specific meetings incl note taking, data input and actions

Please refer to the full job description and person specification.

This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder may be asked to carry out other duties appropriate to the grade.

Person Specification

Qualifications

• English and Maths GCSE Level C or equivalent
• A demonstrable commitment to ongoing professional development

Knowledge and skills

• Computer literacy and IT
• Good team working
• Ability to prioritise own workload

Experience

• Working in an administration role for at least 1 yr
• Dealing with the public in a front facing role
• Microsoft office software experience
• Primary care system experience (eg EMIS web)
• NHS/primary care experience

Qualities and Attributes

• An understanding, acceptance and adherence to the need for confidentiality
• Ability to use own initiative, resourcefulness and common sense
• Articulate, professional and courteous
• Reliable and punctual
• Able to provide ad-hoc cover for additional shifts sometimes at short notice
• Ability to work under pressure in a changing environment

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.

Depending on experienceWe are a London living wage employer