Patient Services Assistant

NHS; Stoke-on-Trent; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare organization in Stoke-on-Trent is seeking a Part Time Patient Services Assistant to support their administration team in a GP surgery. The role includes greeting patients, data entry, handling enquiries, and maintaining patient confidentiality. Candidates should have prior administrative experience, strong IT skills, and be able to work flexible hours. This position offers an opportunity to contribute to patient care in a dynamic healthcare setting.

Qualifications

• Minimum 2 years of experience in an administration role, preferably within a GP practice.
• Ability to work flexible hours.

Responsibilities

• Greeting and directing patients and visitors.
• Making appointments and handling general enquiries.
• Data entry and maintaining patient records.
• Opening and closing premises.

Skills

Experience in an administration role

Strong IT skills

Good literacy and numeracy

Ability to work to high standards

Proactive and methodical

Good team player

Ability to remain calm under pressure

Education

GCSEs or equivalent in Maths and English (Grade C/4 or above)

Tools

EMIS or an equivalent clinical system

Job description

Overview

Part Time Patient Services Assistant required at Tean Surgery & Blythe Bridge Primary Care Centre. We are a GP Surgery across two Moorlands Rural PCN sites with a practice list of approximately 6,000 patients. The role is to increase hours in the administration/reception team. Working hours are between 8am – 6pm on weekdays.

Main duties

• Greeting and directing patients and visitors.
• Making appointments and providing appointment cards.
• Handling general enquiries and explaining surgery procedures.
• Registering new patients, temporary residents, emergency patients and those needing immediate treatment.
• Calling patients, hospitals, clinics, etc. for test results and to arrange appointments.
• Ordering ambulances (routine and emergency).
• Taking messages and ensuring they are passed to the appropriate person.
• Computer data entry, data allocation and recording information in line with practice procedures.
• Scanning information into patient records from letters, etc.
• Act as chaperone as required (with relevant training and an active DBS).
• Opening premises in the morning or securing them at night.
• Keeping reception area, notice boards and leaflet dispensers tidy and free from obstructions.

About us

We are a GP surgery based across two sites in Tean and Blythe Bridge. Our practice list is approximately 6,000 patients. We have 3 GP Partners, 1 Salaried GP, 2 Practice Nurses, a Health Care Assistant, a 9-person administration/reception team, a Finance Manager, Assistant Practice Manager and a Practice Manager.

Job responsibilities

Main responsibilities

• Greeting and directing patients and visitors; accepting letters, completed forms and specimens as appropriate.
• Managing requests for visits, handling general enquiries and explaining procedures.
• Registering new patients, temporary residents and those requiring immediate treatment.
• Processing deductions as per procedure and coding patient documentation.
• Maintaining a clear desk policy and coordinating with the team.

Telephone duties

• Making appointments and handling requests for visits appropriately.
• Dealing with queries from patients and other agencies; contacting hospitals/clinics for test results and appointments.
• Ordering ambulances (routine and emergency) and taking messages with accurate records.

Information Technology

• Data entry, allocation and collation; scanning information into patient records.
• Liaising with EMIS/HIS when computer problems arise.

General duties

• Opening mail and dealing with queries from doctors and staff; filing medical records and maintaining data protection standards.
• Photocopying records as required and ordering stationery and supplies.
• Reception duties including handling payments for private services where applicable; chaperone duties as required.
• Opening/closing premises and maintaining a tidy reception area.
• Other duties as agreed with the doctor or practice manager.

Confidentiality

• Respect patient privacy and confidentiality; only disclose information to authorised persons per practice policies.

Health & Safety

• Promote health, safety and security; identify risks and follow infection control procedures; maintain tidy and safe work areas.

Personal/Professional Development

• Participate in training and annual performance reviews; maintain records of development; attend practice meetings as required.

Quality and Communication

• Maintain quality, reflect on performance, and communicate effectively with team, patients and carers; adapt communication methods as needed.

Service Implementation

• Apply practice policies and participate in audits where appropriate.

Person Specification

Experience

• Experience in an administration role, preferably within a GP practice (minimum 2 years).

Qualifications

• GCSEs or equivalent in Maths and English (Grade C/4 or above).
• Strong IT skills; good literacy and numeracy.
• Ability to work to high standards in admin; proactive and methodical; good team player; able to remain calm under pressure.
• Ability to work flexible hours and knowledge of EMIS or an equivalent clinical system (minimum 2 years of admin experience).

Disclosure

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a DBS check will be required.