Practice Care Coordinator

Integrated Care System; Gillingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A vibrant medical practice is seeking a full-time Practice Care Coordinator to join their innovative team. This role demands exceptional communication and organizational skills to manage patient interactions and administrative duties. The successful candidate will play a vital role in ensuring high-quality patient care and support through effective coordination and teamwork. Opportunities for professional development and a supportive workplace culture are part of the offering.

Benefits

Attractive annual leave entitlement

Regular performance and development reviews

Paid sick leave after probation

Birthday leave

Social events throughout the year

Qualifications

• Experience in a similar administrative role preferred.
• Ability to manage tasks efficiently under pressure.
• Familiarity with NHS protocols and patient management systems.

Responsibilities

• First point of contact for patients and visitors.
• Monitor and manage patient appointment bookings.
• Process referrals and medical correspondence effectively.

Skills

Communication

Organizational skills

Multitasking

Teamwork

Tools

Word

Excel

Outlook

SystmOne

Job description

Are you great at communicating, highly motivated, well organised with the ability to perform effectively under pressure? Are you able to work flexibly and multitask?

Would you like to be part of a new role within our practice where no two days are the same? Responsibilities include booking patient appointments, sending referrals, processing medical correspondence, and signposting patients to appropriate services. We are looking for an experienced, dynamic team player to join our friendly practice team!

This is a full-time role of 37.5 hours per week, working shifts between 8:30 am and 6:00 pm, Monday to Friday. Extended hours may be required to cover annual leave.

Interviews will take place on Thursday, 14th August 2025.

Main duties of the job

The Practice Care Coordinator will work collaboratively across all administrative areas within the practice. This key role involves being the first point of contact for patients and visitors, communicating with external secondary services to process and action requests, and ensuring a professional, efficient, seamless service for all patients.

About us

We are a thriving practice based over two sites, with a well-established team including six GP partners, salaried/retained GPs, ANPs, a multi-skilled nursing team, pharmacy, wellbeing team, and mental health nurse. Supported by a dedicated Care Navigation and Admin Team, we provide high-quality primary healthcare to a rural population of over 13,280 patients. We are innovative, forward-thinking, and collaborative, committed to delivering the best care possible.

Our practice is a friendly, welcoming place to work, where staff wellbeing is a priority. We offer an attractive annual leave entitlement, regular one-to-one meetings, yearly performance and development reviews, birthday leave, paid sick leave after probation, and paid dependency leave (subject to management). We also host various social events throughout the year.

The Practice is an equal opportunities employer and does not discriminate based on disability, sex, sexual orientation, race, religion, age, or similar grounds.

Applicants registered at Gillingham Medical Practice are required to register with a neighboring practice if successful.

If you do not hear back within two weeks of the closing date, please assume your application was unsuccessful.

Job responsibilities

The core responsibilities of the Practice Care Coordinator include, but are not limited to:

a. Opening/closing the practice and managing security alarms to ensure safety and readiness

b. Using Word, Excel, Outlook, SystmOne, eRS, Cinapsis, C the Signs, UniView, and PACS for administrative support

c. Monitoring multiple email inboxes and postal mail for appropriate action

d. Checking the practice website portal daily for new patient registration forms, contact updates, and complaints

e. Registering new and temporary patients

f. Granting online access to patients, maintaining knowledge of NHS app, SystmOnline, electronic record access, and GDPR compliance

g. Booking appointments and handling queries from patients, secondary care, and external organizations

h. Signposting patients to appropriate services

i. Managing tasks from GPs and healthcare professionals, ensuring urgent and routine tasks are completed within 24 hours

j. Processing referrals and checking eRS worklist data

k. Handling requests for reports, letters, and medical records

l. Taking payments for private letters, reports, and medicals

m. Issuing repeat prescriptions, processing medication requests, and liaising with pharmacy

n. Coordinating with local pharmacies

o. Receiving medication from hospital couriers and arranging patient collection

p. Organizing urgent ambulance requests

q. Completing mandatory training in a timely manner

Person Specification

Qualifications

• Please refer to the attached Job Description & Person Specification

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A DBS check will be required to ensure suitability for the role.