Medical Receptionist/Care Co-Ordinator/Administrator

Integrated Care System; Metropolitan Borough of Solihull; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare practice in Solihull is seeking a part-time Receptionist / Care Co-Ordinator to assist patients and ensure smooth administrative operations. You will be the first point of contact, managing appointments using Emis Web software and communicating between patients and clinicians. Ideal candidates have experience in a public-facing role and excellent communication skills. The position requires 13 hours a week, covering Wednesday to Friday.

Qualifications

• 1+ years experience in a public facing role.
• 1+ years administration experience.
• Driving licence required.

Responsibilities

• Welcome patients and facilitate communication between them and the Practice team.
• Schedule appointments using Emis Web.
• Handle incoming calls and manage queries.

Skills

Customer service

Communication skills

Organizational skills

Attention to detail

Education

GCSE or equivalent in English

Tools

Emis Web computer software

Telephone system

Job description

The Receptionist / Care Co-Ordinator is the first point of contact with patients and visitors and must receive and assist them in a friendly, efficient and professional manner.

Main duties of the job

To carry out a variety of administrative tasks for the efficient running of the Practice.

Welcoming Patients at the reception desk and sending them into see the relevant clinician as arranged. Facilitating effective communication between patients and the Practice team.

Schedule appointments on behalf of clinicians using Emis Web computer software

Answering and making calls on behalf of clinicians and dealing with queries where possible. Have a working knowledge of the telephone system.

Handling requests for repeat prescriptions.

Opening and processing all incoming mail.

Action incoming emails on a daily basis.

Registration of new patients and updating patient details on Emis web.

Retrieving and filing paper notes as required.

Scan all incoming practice post.

Action and work flow relevant documents to the GPs/Nurses/Colleauges for action.

Scan in a timely manner all referral documents, insurance records and any other documents received that need to be input to a patient record.

Summarise paper records of patients registering at the surgery within practice policy and

Manage summary care records

Run relevant reports for patients with long term conditions and recall by letter/phone as appropriate.

Other duties at the request of the Practice manager/s or Doctors.

Other tasks

To cover for holidays and sickness as required. Assist with vaccination clinics at busy periods throughout the year.

Ensure building security, open and lock building.

About us

Thank you for your interest in our role here at Hampton Surgery. Hampton is a small surgery caring for 3800 patients. We are a unique surgery run by a GP and nurse partner and a dedicated team. We have excellent patient feedback and strive to care for our community. We are seeking a dedicated Medical Receptionist/Care Co-Ordinator who can help us. If you are a great team player who values their job and are willing to go the extra mile to help patients, you will be warmly welcomed at our surgery. Thank you.

Kirsty Millard and Dr Yasin Al-Shammary - Partners Hampton Surgery

Job responsibilities

The Receptionist / Care Co-Ordinator is the first point of contact with patients and visitors and must receive and assist them in a friendly, efficient and professional manner.

To carry out a variety of administrative tasks for the efficient running of the Practice.

Hours

13 hours per week - Wednesday - 14.00 - 18.00, Thursday - 08.30 - 13.00 & Friday - 08.30 - 13.00

Principle duties and responsibilities

Reception

Welcoming Patients at the reception desk and sending them into see the relevant clinician as arranged. Facilitating effective communication between patients and the Practice team.

Appointments

Schedule appointments on behalf of clinicians using Emis Web computer software

Telephone

Answering and making calls on behalf of clinicians and dealing with queries where possible. Have a working knowledge of the telephone system.

Administration

Handling requests for repeat prescriptions.

Opening and processing all incoming mail.

Action incoming emails on a daily basis.

Registration of new patients and updating patient details on Emis web.

Retrieving and filing paper notes as required.

Scan all incoming practice post.

Action and work flow relevant documents to the GPs/Nurses/Colleagues for action.

Scan in a timely manner all referral documents, insurance records and any other documents received that need to be input to a patient record.

Summarise paper records of patients registering at the surgery within practice policy and

Manage summary care records

Run relevant reports for patients with long term conditions and recall by letter/phone as appropriate.

Recall by post patients with outstanding cervical smears, as requested by practice nurse.

Recall patients & book appointments when necessary to ensure patient QOF elements are met.

Other duties at the request of the Practice manager/s or Doctors.

Other tasks

To cover for holidays and sickness as required. Assist with vaccination clinics at busy periods throughout the year.

Ensure building security, open and lock building.

Confidentiality

To ensure confidentiality of all Patient Information as per the following acts:

- GDPR 2018

- Patient Identifiable Information 1997

- Data Protection Act 2018

In the course of seeking treatment, Patients entrust us with sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect staff to respect their privacy.

In the performance of duties outlined in this job description, the post holder may have access to confidential information relating to patients and their carers, Practice staff and other Healthcare workers.

They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety

The post -holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety policy, to include:-

- Using personal security systems within the workplace according to Practice guidelines

- Identifying risks involved in work activities and undertaking such activities in a way that managed those risks.

- Making effective use of training to update knowledge and skills

- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues by:-

- Acting in a way that recognises the importance of peoples rights, consistent with Practice procedures and policies and current legislation.

- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

- Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.

Quality

The post-holder will strive to maintain quality within the Practice and will

- Assess own performance and take accountability for own actions, either directly or under supervision.

- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

- Work effectively with individuals and other agencies to meet Patients needs.

- Effectively manage own time, workload and resources.

- Work alongside existing staff in a helpful and harmonious manner.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:-

- Communicate effectively with other team members

- Communicate effectively with patients and carers

- Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

The post-holder will:

Apply Practice policies, standards and guidance.

Attend Practice meetings and discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate.

Person Specification

Qualifications

• Education - GCSE or equivalent in English
• Previously receptionist experience or public facing role - 1 year
• Administration experience - 1 year
• Be able to work 13 hours per week on between Wed, Thurs & Friday
• Driving Licence (required)
• 1 + years experience working in a primary care or NHS role as advertised.

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.