Patient Care Coordinator

NHS; Norwich; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare provider in Norwich is seeking trained SystmOne receptionists for both full-time and part-time roles. Successful applicants will assist patients and manage inquiries in a busy environment, ensuring excellent customer service and administrative support. The ability to start at 8 AM and work until 6:30 PM is essential. This position offers competitive pay, 5 weeks of annual leave, and various benefits including training opportunities.

Benefits

Competitive pay

5 weeks annual leave plus bank holidays

NHS pension

Uniform

Complimentary Refreshments

Free parking

Training opportunities

Annual salary review

Social events

Structured environment with regular appraisal and feedback

Qualifications

• Experience working as a medical receptionist in general practice is desirable.
• Ability to work in a busy environment and manage various tasks.
• Understanding of patient confidentiality.

Responsibilities

• Provide general assistance to the Practice team and present a positive image.
• Manage patient inquiries and facilitate access to relevant services.
• Perform administrative duties to support the Practice and clinical staff.

Skills

Customer service skills

Ability to multitask

Excellent communication

Empathy towards patients

Flexibility in working hours

Education

GCSE grade A to C in English and Maths

NVQ level 2 in Health and Social Care or Administration

Job description

We are looking for trained SystmOne receptionist's to work full or part time with a start time of 8am and a finish time of 6.30pm.

Previous applicants need not apply. This position is for experienced medical receptionists with experience in general practice or the NHS.

You must be able to start at 8am and work a full day until 6.30pm, part time accepted.

This is a very rewarding post and would suit someone who likes to be busy and work as part of a team, and enjoys variety in their working day.

The applicant will need to be able to work accurately and at pace in a multi-tasking environment, whilst maintaining excellent customer service skills showing empathy to the patients and dealing with all queries in a timely manner. Flexibility is also key within a small team.

We would be happy to consider either full-time or part-time hours. Our working day is 8.00 am - 6.30 pm, so applicants would need to be able to start and finish at these times, depending on their shifts.

We offer you: Competitive pay, 5 weeks annual leave plus bank holidays, NHS pension, Uniform, Complimentary Refreshments (all tea, coffee, water cooler), free parking, training opportunities and development, annual salary review, social events, structured environment with regular appraisal and feedback.

The successful applicant will also experience a full induction program, and supported learning with a mentor system, until confidence is gained.

Main duties of the job

The main duties associated with the role are:

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

The successful candidate will be working as a key part of the Practice team, working alongside administration colleagues and supporting the clinical team to manage a busy caseload and deal with a wide range of health needs in the primary care setting.

About us

We are a busy City Practice, providing services for 8,500 patients.

Our team includes 4 GP Partners, 1 Salaried GP, 2 Nurses with a variety of skills including Sexual Health and Diabetes Management, a Health Care Assistant and a Phlebotomist. We are also pleased to welcome PCN employed colleagues and are joined each week by a Physiotherapist, a Mental Health Nurse, a Clinical Pharmacist and a Physician's Associate.

The clinical team is supported by a skilled and well organised administration team.

We use SystmOne for our Clinical system, and also utilise various digital platforms such as Accurx and our online triage system is SystmOne to support our processes.

We are a well established training Practice and welcome GP Registrars on six monthly placements.

If this sounds like a perfect job for you then please get in touch.

Job responsibilities

The purpose of the role is to:

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

You will be part of the front door for patients and will support access to services and continuity of care by helping patients interact and engage with the right support at the right time and from the right health care professional. You will manage and respond to patient and Practice initiated contact, including incoming and outgoing phone calls with patients, reviewing and responding to e-Consults, providing reception capacity and associated administration. You will use triage and signposting skills to direct patients to the right support or appointment type to best meet their needs.

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Main duties and responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Operations Manager, dependent on current and evolving Practice workload and staffing levels:

Reception Duties:

• Maintaining and monitoring the Practice appointments system
• Acting on electronic tasks to book appointments, deliver messages to patients, process electronic referrals etc
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing electronic requests, whether received via Footfall (Practice Website) or email, or by other means
• Processing incoming requests for medical reports, prescriptions or other enquiries and ensuring they are forwarded to the correct staff members for completion
• Taking and recording requests for home visits ensuring full details of need are recorded and checking that the address and telephone number is correct.
• Dealing with requests for emergency treatment, either in the surgery or in the patients home and passing on promptly to the duty doctor.
• Receiving patients consulting with members of practice team
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Handing completed repeat prescriptions to patient and checking names and address.
• Be able to cover all reception positions as necessary
• Answering the telephone and conveying messages
• Accepting requests for repeat prescriptions, checking regularly both the electronic and paper routes for repeat prescription requests
• Sorting the mail and completing Scanning processes
• Maintaining electronic log of telephone messages
• Filing results and any other relevant documents in patients' notes
• Maintenance of patients' notes including starting a new wallet when required and dividing the contents in a logical manner
• Charging the appropriate amount for private work.
• Helping with the sorting of filing in new medical records in order that they are in the form used in the Surgery
• Dealing with requests for test results.
• Ensuring that all other requests for information or queries and entries on the computer and if not completed at the end of your shift, are handed over to an incoming member of staff for completion and vice versa.
• Taking details of requests for medical certificates of any kind, insurance forms and any others requested and dealing with them efficiently and promptly.
• Referring patient suggestions/complaints/comments directly to the Practice Manager for further discussion.

Administration

• Any other administration duties required in the course of your work.
• To have a thorough knowledge of all Practice procedures.
• To work in accordance with written protocols
• Filing post in medical records
• Photocopy as requested
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Ordering, re-ordering and monitoring of stationery and other supplies
• Generating template letters requesting patients attend for follow-up.
• Arranging transport for patients where appropriate.

Computer

• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Registrations of new patients
• Process patients change of address (have knowledge of practice area).
• Scanning of mail onto computer system and completing workflow.
• Processing daily Pathlinks appointments ensuring patients have appointments booked according to instructions given by GPs when results received.
• Maintaining a basic knowledge of repeat prescriptions so that should it be necessary, you can issue from the computer record in line with Practice policy and protocol.

Telephone

• Have working knowledge of telephone/bleep system, during and after hours.

Other Tasks

• Ensure that the consulting rooms and waiting area are checked at the end of each consulting session and left clean, tidy and secure.
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• Scanning of mail onto computer system and completing workflow.
• Any other tasks allocated by Office Manager/Practice Manager.
• Attending and participating in Clinical Governance and Staff Meetings.

Start and End of Day Procedures.

Be able to open up premises at the start of the day, unset alarm and ensure that all equipment such as fax machines, computers, printers and photocopiers are ready and make all necessary preparation to receive patients.

Be able to secure premises at end of day, checking all windows, doors are closed, toilets empty, internal lights off, fax is full of paper, all other equipment is off and alarm activated.

Person Specification

Experience

• An ability to use own judgement, resourcefulness and common sense.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Able to work as a member of a team.
• Ability to work without direct supervision and determine own workload priorities.
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative
• A sense of humour.
• Pleasant and articulate
• Ability to use own judgement, resourcefulness and common sense
• Experience of working in General Practice is desirable but not essential.
• Flexibility of working hours/ able to work at the desired times.

Qualifications

• - GCSE grade A to C in English and Maths.
• - Reception staff need to be tactful, helpful people who can communicate well and sympathetically with employers, colleagues and most importantly with patients who are invariably worried and concerned and, who at times may be difficult!
• NVQ level 2 in Health and Social Care or Administration.
• Experience of working in General Practice.

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.