Referral Co-ordinator / Receptionist

NHS; Ilkley; On-site; GBP 22,000 - 26,000; Full time

Job summary

A healthcare provider in Ilkley is seeking a dedicated Administrative Assistant to ensure efficient administrative functions supporting patient care. Responsibilities include liaising with colleagues, handling patient communications, and managing correspondence within the practice. The ideal candidate should have strong communication skills and prior experience in a healthcare setting. Training will be provided for software usage, making this an excellent opportunity for motivated individuals interested in supporting a quality service.

Qualifications

• Effective communication with a wide range of people.
• Understanding of confidentiality in patient records.
• Experience of working in Primary Care.

Responsibilities

• Prioritise correspondence and liaise with colleagues.
• Use the clinical system daily to manage patient records.
• Deal with telephone inquiries in a professional manner.

Skills

Communication skills

Ability to deal effectively with telephone calls

Teamwork

Confidentiality understanding

Motivation and enthusiasm

Education

GCSE grades A-C in English and Maths (or equivalent)

Tools

SystmOne

Job description

To ensure that the administrative function to supportthe practices service to patients runs efficiently and effectively. This role is a varied one from job sharingwith the referral coordinator to working as part of the Reception team.

The working pattern is as follows:

Tuesday and Wednesday: Day Off

Thursday: 12:45 - 18:00 Reception

Friday: 07:45 - 10:00 Reception, 10:00 - 15:45 Referral Coordinator, 15:45 - 18:00 Reception (1 hour lunch break).

Main duties of the job

• Toprioritise all correspondence and work from the referral coordinator task list
• Tocommunicate and liaise between all colleagues
• Touse Word software for any miscellaneous typing and private medical reports asrequired
• Read coding
• Invoicing
• Dealwith solicitors letters and third-party requests for information or copiesfrom patient medical records and passing to a GP for action where appropriate.Keep the system up to date and deal with letters and invoices
• Arrangeappointments as requested and take messages when appropriate. Deal with anytelephone enquiries and always answer the telephone with a polite andprofessional manner
• UseGP Assist to communicate with patients
• Checkon all urgent referrals that have been sent and that they have been received onERS
• Performany reasonable administrative tasks as requested
• Maintainany personal correspondence files as required by the Practice
• Recordingand billing of Insurance/Medical reports
• Toassist in the cancellation of surgeries due to sickness etc by contactingpatients and to re-appoint either by letter or telephone
• Tomeet and greet patients, members of the public and visitors to the practice ina friendly and courteous manner
• Makeappointments for patients
• Deal with telephone queries, test results
• Scanand read code patient documentation (document management)
• Operaterepeat prescription system

About us

Ilkley & Wharfedale Medical Practiceis a small, established family GP surgery based in the historic spa town ofIlkley offering a personal service to our patients. The surgery operates frommodern premises close to the centre of Ilkley and has a list size of 5655 patients.

Ilkley & Wharfedale is a trainingpractice for GP Registrars and medical students with a supportivemulti-disciplinary team who work hard to meet the needs of our patients. We useSystmOne clinical system software and knowledge of this would be an advantagebut not essential as training will be given.

Job responsibilities

• Toprioritise all correspondence and work from the referral coordinator task list
• Tocommunicate and liaise between all colleagues
• Touse the computer on a daily basis to type and save all correspondence using thePractice clinical system
• Touse Word software for any miscellaneous typing and private medical reports asrequired
• Enterall correspondence on to the Practice clinical system using read codes whereappropriate and to log all referrals
• Totype any invoices as required
• Dealwith solicitors letters and third-party requests for information or copiesfrom patient medical records and passing to a GP for action where appropriate.Keep the system up to date and deal with letters and invoices
• Arrangeappointments as requested and take messages when appropriate. Deal with anytelephone enquiries and always answer the telephone with a polite andprofessional manner
• UseGP Assist to communicate with patients
• Checkon all urgent referrals that have been sent and that they have been received onERS
• Performany reasonable administrative tasks as requested
• Maintainany personal correspondence files as required by the Practice
• Recordingand billing of Insurance/Medical reports
• Toassist in the cancellation of surgeries due to sickness etc by contactingpatients and to re-appoint either by letter or telephone
• Tomeet and greet patients, members of the public and visitors to the practice ina friendly and courteous manner
• Makeappointments for patients with the doctors, nurses and other members of theprimary healthcare team on the computer
• Deal with telephone queries, test results
• Scanand read code patient documentation (document management)

Person Specification

Qualifications

• GCSE grades A-C in English and Maths (or equivalent qualification)

Experience

• - The ability to communicate effectively with a wide range of people
• - Excellent communication skills both written and verbal
• - Ability to deal effectively with telephone calls
• - Ability to work with diversity
• - Understand the necessity for confidentiality
• - Understand the role of teamwork in providing a quality service
• - Understand the accuracy when dealing with patient records, both electronic and paper based
• - Effective team worker
• - Motivated and enthusiastic
• - Commitment to ongoing development
• - Availability to provide cover during periods of sickness and holidays
• - Understanding of own behaviour and how this impacts on colleagues, patients and visitors
• - Experience of working in Primary Care
• - Experience of using SystmOne

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.