PCN Clinical Correspondence and Referral Care-Coordinator P/T 25 hours

Leven & Beeford Medical Practice; Beverley; On-site; GBP 19,000 - 20,000; Part time

Job summary

Leven and Beeford Medical Practice is seeking a part-time Care Coordinator to provide high-quality secretarial support, audio typing and efficient reception services. You will work with GPs and health professionals, manage EMIS tasks, handle referrals, and assist with patient communications and appointment coordination from 25 hours per week.

The role includes rostered shifts with cover for holidays and sickness, requiring strong organisational skills, confidentiality and a proactive team

Qualifications

• Experience of secretarial or administrative work, preferably in a GP practice.
• Good standard of education with English and Maths
• Ability to multi-task and use common practice systems.

Responsibilities

• Provide audio, copy typing and word processing services for GPs and health professionals.
• Answer telephone enquiries promptly and initiate outgoing calls.
• Actively manage tasks via EMIS and other systems, prioritising as needed.
• Refer patients via e-referral system and monitor progress of referrals.
• Monitor two week wait referrals and secure/attend appointments.
• Liaise with hospitals and external agencies on appointments and results.
• Attend meetings and take minutes; provide cover for secretarial team.
• Support new reception staff with induction and training.
• Assist with maintaining confidentiality and information governance.

Skills

Audio typing

Word processing

Reception duties

Telephone handling

EMIS familiarity

Tools

EMIS Web

Clarity TeamNet

Job description

PCN Clinical Correspondence and Referral Care-Coordinator P/T 25 hours

We have an exciting opportunity for an experienced, enthusiastic and highly motivated Care Coordinator to join our well-established and friendly practice.

To provide general secretarial support to thedoctors and health professionals involving word processing and audio typingskills with general clerical work.

Thisjob description is not exhaustive & the post holder must be prepared tonegotiate variations in the job description, dependent on responding to changeswithin the practice, the Primary Care Network & NHS. The post holder may be required to undertakeother duties which may be reasonably asked of them from time to time.

The hours are on a set rota pattern;

Monday 8.00am - 4.30pm (8 hours)

Tuesday 7.45am - 4.45pm (8.5 hours)

Wednesday 7.45am - 4.45pm (8.5 hours)

There would also be an expectation for holiday / sickness cover, in line with all other receptionists working

Main duties of the job

• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• Answer telephone enquiries in a prompt, efficient and helpful manner and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Actively manage and action tasks sent via EMIS , prioritising where appropriate.
• Refer patients via the e-referral system and oversee progress of those referrals.
• To actively monitor the 2 week wait referrals and ensure appointments for patients have been secured and attended.
• Liaise with hospitals and other outside agencies regarding appointments, missing hospital correspondence and test results.
• To deal with enquiries from patients professionally and sympathetically.
• Liaise and arrange meetings as required and to attend meetings and take minutes.
• Provide cover for members of the secretarial team during periods of sickness and annual leave.
• See full job description in attachments

We are looking for someone who will fit in with our traditional style friendly practice

About us

Leven and Beeford Medical Practice has a friendly team of staff who all go above and beyond to exceed patient expectations.

We have a Good CQC rating, with 'Outstanding' in Caring and 5 star feedback on I Want Great Care.

Job responsibilities

Job responsibilities:

Reception

• Ensure aneffective and efficient reception service is provided to patients and anyother visitors to the practice, including recording visits by visitors andchecking their identification details
• Receiving androuting of patients consulting with members of the practice team
• Using CareNavigation skills to signpost patients to other relevant services
• Deal with allgeneral enquiries and explain procedures to patients and their families
• Advise patientsof relevant charges for private (non General Medical Services) services,accept payment and issue receipts for same.
• Patient notesand correspondence: retrieve and re-file paper records as required,ensuring strict alphabetical order is adhered to
• Arrange urgenttransport for patients attending secondary care services
• Liaise withDistrict Nursing, Health Visiting and other Primary Health Care Teamservices as requested
• Liaise withreception or other colleagues regarding unresolved or urgent problems
• Recordmessages (using the computerised practice note or email system asappropriate) for doctors, nursesand administrative staff.
• Helping newreception staff: induction, training and support to agreed standards

Administration

• To have athorough knowledge of all practice procedures.
• To work inaccordance with written protocols
• Printing notes summariesfor home visits
• Prepare listsfor all surgeries and clinics held as required
• Fax andphotocopy as requested
• Explain practicearrangements and formal requirements to new patients and those seekingtemporary cover and ensure procedures are completed
• MaximisingPractice income from current QOF, LES, DES, commissioning contracts, etc
• Complywith information governance procedures

Appointments

• Processappointment requests from patients for current and future sessions bytelephone and in person
• Deal with homevisit requests. Enter requests for home visits onto the visit screen inEMIS, ensuring careful recording of all relevant details and wherenecessary refer to duty doctor
• Using your ownjudgment and communication skills ensure that patients with no priorappointment but who need urgent consultation are seen in a logical andnon-disruptive manner

Computer

• Familiaritywith the Emis web computer system, as well as Clarity TeamNet and anyother systems used by the practice
• Liaise with ITfor any computer issues
• Registrationsof new patients
• Processpatients change of address on their records (have knowledge of practicearea).
• Action repeatprescription requests (by phone, on paper and online) in accordance with practiceprocedures and ensure that they are ready for collection by the patientwithin 48 hours of ordering
• Enter patientinformation on to the computer as required.
• Scanningletters and documents onto the system in line with practice procedures
• Undertakededuction and amendment requests

Telephone

• Have workingknowledge of telephone system, during and after hours.
• Cover for secretarywhen necessary
• Receive andmake telephone calls as required.Divert calls and take messages, ensuring accuracy of detail andprompt appropriate delivery

Other Tasks

• Tidy aftersurgeries
• Ensure buildingsecurity have thorough knowledge of doors/windows/alarm.

o Open up premises at the start of theday when first to arrive, de-activate alarm and make all necessary preparationsto receive patients.

o When last to leave at the end of theday, ensure that the building is totally secured, internal lights are off andthe alarm activated.

• Deal with complaints in accordance with practice complaintsprocedure
• Make drinks forpartners and staff and ensure the kitchen is kept clean and tidy
• Being flexiblewith the working hours
• Deputising forother colleagues during annual or sickness leave
• Undertake anyother additional duties appropriate to the post as requested by thePartners or the practice manager or practice administrator or receptionsupervisor.

The above list of duties is not exhaustiveand may be subject to change as deemed necessary.

Confidentiality:

• In the courseof seeking treatment, patients entrust us with, or allow us to gather,sensitive information in relation to their health and other matters. They do so in confidence and have theright to expect that staff will respect their privacy and actappropriately
• In theperformance of the duties outlined in this job description, thepost-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcareworkers. They may also have access toinformation relating to the practice as a business organisation. Allsuch information from any source is to be regarded as strictlyconfidential
• Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data

Health & safety:

Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice health & safetypolicy, the practice health & safety manual, and the practice infection controlpolicy and published procedures. This will include:

• Using personal security systemswithin the workplace according to practice guidelines
• Identifying the risks involvedin work activities and undertaking such activities in a way that managesthose risks
• Making effective use of trainingto update knowledge and skills
• Using appropriate infectioncontrol procedures, maintaining work areas in a tidy and safe way and freefrom hazards
• Actively reporting of health andsafety hazards and infection hazards immediately when recognised
• Keeping own work areas andgeneral / patient areas generally clean, assisting in the maintenance ofgeneral standards of cleanliness consistent with the scope of the jobholders role
• Undertaking periodic infectioncontrol training (minimum annually)

Equality and diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

• Acting in a waythat recognizes the importance of peoples rights, interpreting them in away that is consistent with practice procedures and policies, and currentlegislation
• Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Thepost-holder will participate in any training programme implemented by the practiceas part of this employment, such training to include:

• Participationin an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/orprofessional development
• Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork

Quality:

Thepost-holder will strive to maintain quality within the practice, and will:

• Alert otherteam members to issues of quality and risk
• Assess ownperformance and take accountability for own actions, either directly orunder supervision
• Contribute tothe effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance
• Workeffectively with individuals in other agencies to meet patients needs
• Effectivelymanage own time, workload and resources

Communication:

The post-holdershould recognize the importance of effective communication within the team andwill strive to:

• Communicateeffectively with other team members
• Communicateeffectively with patients and carers
• Recognizepeoples needs for alternative methods of communication and respondaccordingly

Contribution to the implementation of services:

Thepost-holder will:

• Apply practicepolicies, standards and guidance
• Discuss withother members of the team how the policies, standards and guidelines willaffect own work
• Participate inaudit where appropriate

Person Specification

Experience

• A minimum of 2 years secretarial or administration experience
• Experience of working in a GP practice
• Experience of working in primary care

Qualifications

• Good standard of education - GCSE Grade A to C in English and Maths
• General clerical skills
• Ability to multi-task
• Excellent interpersonal and communication skills

£13.50 an hourwill increase to £13.71 once fully trained