Medical Receptionist Care Co-ordinator

Ling House Medical Centre; Long Lee; On-site; GBP 10,000 - 40,000; Part time

Job summary

A healthcare practice in Keighley is seeking a Care Coordinator / Medical Receptionist for a fixed-term, part-time role covering maternity leave. You will be responsible for greeting patients, answering calls, managing records, and assisting clinicians. Ideal candidates should possess excellent communication skills and a good understanding of IT; experience in a GP setting is advantageous. This role requires flexibility to cover various shifts and involves training in necessary skills.

Benefits

Training provided

Friendly working environment

Qualifications

• Excellent communication skills to interact with patients and staff.
• Good knowledge of IT for managing patient records.
• Ability to manage own workload efficiently.

Responsibilities

• Prepare reception area and greet patients face to face and by telephone.
• Handle patient queries and maintain confidentiality.
• Deal with incoming and outgoing mail and process prescriptions.

Skills

Excellent communication skills

Good knowledge of IT

Flexibility to cover shifts

Good listener

Knowledge of Primary Care

Experience in GP Practice

Education

GCSE English level C or above (or equivalent)

Tools

SystmOne

Job description

Care Co‑Ordinateur / Medical Receptionist 25 hours per week, 12 months fixed term to cover maternity leave.

We are looking to recruit a Care‑Coordinator / Medical Receptionist to join our friendly team to work at both our main site at Ling House and our Mornington Street branch. Ling House Medical Centre is a traditionally run GP training practice with its main site and Mornington Street branch both being located in central Keighley.

We are looking for applicants who have excellent communication skills and good knowledge of IT. Previous experience of working in a GP setting would be an advantage but the Practice will provide training in the skills required for the post.

Hours will be 5 hours each day Mon to Fri between 8.30am 6.30pm and applicants will be required to work at both sites and be flexible to cover holidays, sickness and extended hours when required.

Ling House is an Equal Opportunities employer.

Informal enquiries and visits welcome, please contact Gillian Edwards HR & Estates Manager Tel [phone].

Main duties of the job

Main duties include the following.

Prepare the reception area for the day ahead ready to greet patients face to face and by telephone and to ensure the building is secured at the end of the day.

Be polite and professional at all times.

Maintain confidentiality at all times both inside and outside of work.

Answer calls and direct patients to our online total triage system and if required complete the online triage form on behalf of patients.

For non‑GP requests direct or book patients with an appropriate clinician or service using the Practice's clinical system (SystmOne).

Answer queries from patients and other visitors and to accurately record and relay messages to the appropriate person.

Support clinicians working on our total triage system, communicating with and booking in patients as required.

Process repeat prescription requests.

Help to manage and monitor the Telephone Triage and Duty Doctor Call back lists.

Ensure that patients are fully aware of the services available to them and that personal health management is promoted at all times. (Care Navigation)

Record and report incidents in a timely manner to the appropriate member of staff.

Attend and participate in practice and reception meetings and training.

About us

Ling House Medical Centre is a traditionally run GP Practice based in Keighley with Patient care at it's center. The Practice runs from two sites which are within easy walking distance from each other. We have facilities in place for easy access for disabled people and parking is available.

We are a well established teaching Practice with a large team of clinicians including GP's, Advanced Clinicians, Nurses, Health Care Assistants, Physiotherapists, Pharmacists and Social Prescribers who are supported by our experienced Reception, Administration and Management team.

Job responsibilities

LING HOUSE MEDICAL CENTRE and NORTHSTREET SURGERY
JOB DESCRIPTION FOR A MEDICAL RECEPTIONIST

UNDER SUPERVISION OF: - The Senior Receptionist

RESPONSIBILITIES

Protocols are in place regarding each part of the job.

PREMISES

• Responsibility for opening premises at the start of day
• 1. Unlocking the outside doors, ensuring entry to the building is accessible for other workers.
• 2. Deactivate the intruder Alarm
• 3. Check CCTV camera is working correctly
• 4. Restore the telephone service when the night service has finished.
• 5. Open surgery ready for patients and other visitors as per practice protocol
• 6. Prepare the waiting room ready for the start of the working day.
• 7. Prepare clinical rooms for surgeries, checking stationary and equipment
• 8. Responsibility for closing and locking up the surgery where necessary
• 9. Tidy waiting room

SURGERIES

It is the responsibility of the receptionist to ensure that surgeries are ready for the start of each session. If a locum doctor is attending the practice it is the responsibility of the receptionist to make the doctor aware of the locum folder regarding procedures in the practice.

• 1. Action any tasks
• 2. Prepare reception desk for start of surgery

REPEAT PRESCRIPTIONS

Responsibility for dealing with repeat prescriptions as per practice protocol.

• 1. Deal with repeat prescriptions as per practice policy.
• 2. Actioning repeat requests and distribute to appropriate doctor.
• 3. Check the repeat prescription box throughout the day.
• 4. Deal with chemists; medical staff; outside agencies regarding prescription enquiries.
• 5. Check prescriptions when done, file into the designated prescription drawer.
• 6. Check prescription drawer on a monthly basis to ensure that prescriptions have been collected.
• 7. Ensure prescriptions are signed on a daily basis.
• 8. Reassign prescriptions assigned to absent clinicians.

GENERAL

Responsibility for handling general enquiries from various agencies and receiving and routing patients for Primary Care and Secondary Care provision provided in General Practice.

• 1. Answer telephone and deal with/redirect queries.
• 2. Use computer as per practice policy.
• 3. Check Fax machine for incoming data re: Deaths, admissions etc and deal with as per practice protocol prior to Doctor/District Nurse visits.
• 4. Check pathology links/night visit data.
• 5. Liaise with outside agencies as necessary for the provision of patient care.
• 6. Liaise with hospital/ambulance service appointments.
• 7. Responsibility for helping people with non-medical problems.
• 8. Ensure that appropriate attentiveness care and time given to patients.
• 9. Issue relevant details of services available to them.
• 10. Keep Health and Safety regulations.
• 11. Leave reception area tidy and ready for incoming colleagues.
• 12. Ensure information re unsolved or urgent problems is passed on.
• 16. To undertake other duties highlighted by the manager.

ADMINISTRATION.

• 1. Assist with the completion of forms for new patient registrations.
• 2. Deal with results/enquiries.
• 3. Update patient medical records re changes e.g. change of address.
• 4. Action tasks assigned to the reception team.

APPOINTMENTS

It is the responsibility of the receptionist to make new and follow up appointments for surgeries and clinics, as per practice protocols.

RECEPTION

• 1. Check in patients on the computer as they arrive.
• 2. Book appointments and deal with patient queries.
• 3. Maintain the room booking rota.
• 4. Hand out and receive specimen bottles.
• 5. Hand out and receive prescriptions/letters/path forms/sick notes etc.
• 6. Deal with deliveries/collection of supplies.
• 7. Maintain the visitors register.
• 8. Keep the reception area tidy and check the toilets throughout the day.
• 9. Wipe down chairs and reception surfaces after each session.

HOME VISITS

If the request is urgent it is the responsibility of the receptionist to pass this message to the duty doctor immediately.

• 1. Deal with requests for Home Visits new and follow up reviews.
• 2. Check details match with the request e.g., Name, address etc.

POST

• 1. Deal with incoming and outgoing mail.
• 2. Open, date stamp and prepare the documents for scanning.
• 3. Ensure outgoing mail is franked correctly.
• 4. Record outgoing post in the book.
• 5. Check Airedale courier bag ready for collection.
• 6. Take outgoing mail to post box.

TRAINING

• 1. Staff are expected to attend training courses relevant to their post in the practice.
• 2. Staff are expected to train other members of staff in different aspects of their job.

END OF DAY

Receptionists on duty during the evening surgery are responsible for checking the telephone system has transferred to the night service. Check the CCTV is in operation. Locking and checking the premises are secure.

Due to changes in NHS, practice policy and patient care are always under review.

Person Specification

Qualifications

• GCSE English level C or above (or equivalent)
• Evidence of keyboard skills
• Good communicator who is able to communicate effectively with a wide range of people at all levels of the organisation
• Good listener.
• Time management skills and able to manage own workload
• Accurate message taker
• Needs to have flexibility to cover sickness and holidays when required (by mutual agreement)
• Ability to communicate complex and contentious issues with diplomacy, discretion, and empathy at all times.
• Able to produce accurate and clear written and verbal messages
• Ability to work under pressure and deliver to agreed deadlines
• Ability to use own initiative and work unsupervised in a team
• Resilience
• Team player
• Ability to diffuse awkward situations and remain composed at all times
• Good knowledge of Primary Care.
• Experience of having worked in GP Practice or other reception environment.
• Knowledge of SystmOne

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.