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Cowley Road Medical Practice, a busy GP Practice in Oxford, are looking for an enthusiastic Care Coordinator/Medical Receptionist to join our friendly and excellent Medical Administration team of eight people.

We have an excellent GP and Nursing Team, a supportive Management Team and efficient administrative team. The Practice's current listsize is around 12,000 patients and we are part of City East Oxford Primary Care Network, working closely with Bartlemas Surgery and St Clements Surgery. We are open to applicants looking to work Part Time hours from Monday to Friday. The position is a fixed term contract and we are offering

• 5 weeks annual leave plus bank holidays (Pro rata)
• Free Car Parking

Applicants should enjoy working in a vibrant environment and have good IT skills. There are several systems we use and so this is paramount. They must be able to provide excellent customer service to our patients and possess the ability to manage and prioritise a busy/varied workload. Common sense, flexibility, compassion and a "can do" approach is essential for this position.

The successful candidates will work as members of a cohesive team consisting of General Practitioners, Practice Nurses and Administrative staff to support the delivery of high quality care.

Informal chats and visits to our Practice are welcome for all candidates.

The main duties & responsibilities of the Care Coordinator/Medical Receptionist are as follows:

• Greet & manage patients (in person or by telephone).
• Dealing with queries from patients & clinicians.
• General administrative tasks (eg. registering patients, processing prescriptions, contacting patients & providers, booking patients in for appointments).
• Be an active part of the team, attend weekly team meetings & put forward any ideas/suggestions.
• Previous experience in a medical environment is desirable but not essential.
• The successful applicant will be expected to work a combination of morning (8 am starts) & afternoon shifts (6.30 pm finishes) Monday to Friday.
• Be flexible as the role will also include additional holiday/sickness cover when required.
• Trained to use the IT system, including EMIS.
• Typing letters, reports & associated documentation as required.
• Liaising with external agencies such as hospitals & community services.
• Managing all enquires in an effective manner.
• Monitor & action incoming emails.
• Scanning of patient related documentation & attaching scanned documents to patients healthcare records.
• Inputting data into the patients healthcare records as necessary.
• Clinically coding data on EMIS.
• Maintaining a clean, tidy, effective working area at all times.

The post is subject to the completion of a 3 month probationary period & a satisfactory DBS Check.

Cowley Road Medical Practice is a well established GP Practice providing various NHS Community and Primary Care Clinical Services to patients in Oxford. We are a vibrant, forward-thinking GP practice that places the care of both our patients and staff at the core of everything we do. Our close-knit team fosters a warm, friendly, and compassionate environment, creating a space where everyone feels valued.

Serving a diverse community of over 12,000 patients, our dedicated GPs, nurses, pharmacist, healthcare assistants (HCAs) and administrative staff work together to provide outstanding care. Every day, our team goes above and beyond to support and improve the health and well-being of the community we are proud to serve. There is a warm atmosphere established, a long with a 'can do' work ethic. There is a loyal and well established team in place, with a very low staff turnover rate. All staff are invited to have an input into the development and smooth running of the Practice.

The Care Coordinator/Medical Receptionist will be responsible for undertaking a wide range of customer services, administrative duties and the provision of administrative support to the multidisciplinary team.

Main duties and responsibilities of the post

1. Reception and Admin duties.

• Greet all patients in a friendly, courteous and welcoming manner, whether face to face or by telephone.
• Undertake Admin tasks appropriate to the role, to ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required.
• the processing of information (electronic and hard copy) in a timely manner.
• Monitor and action incoming emails.
• Arrange the collection and dispatch of patients notes as required.
• Report faults to the software supplier and/or appropriate IT support desk, and track progress.
• Ensure accurate and efficient use of the computerised appointment system and monitor flow of patients into consulting and treatment rooms.
• Respond to requests from clinicians (e.g. for files, telephone calls, refreshments) in a timely and friendly manner.
• Typing letters, reports and associated documentation as required.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure procedures are completed by making up patient records and transferring details on to the computer.
• Respond to all queries and requests for assistance from patients and other visitors, ensuring that any urgent or serious medical problems are given priority.
• Enter requests for home visits on the computer system, stating time received and including all relevant information and where necessary refer to the Duty Doctor.
• Check that messages have been actioned, reminding doctors as appropriate and deal with requests for action received via the clinical system.
• Receive requests for prescriptions from patients, and deal with these in accord with the practice policy.
• Ensure Repeat Prescriptions and Queries are dealt with each morning.
• Ensure reception and waiting areas are kept neat and tidy.

• Book appointments and recalls taking note of the Practice policy for access to clinicians.
• Monitor effectiveness of the system and report any problems or variations required.

• Assist with the accurate input of data to the clinical and document management systems.
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
• Arrange retrieval and re-filing of records as required. Ensure records are kept neat and tidy and in good repair.
• Inputting data into the patients healthcare records as necessary.
• Clinically coding data on EMIS.
• Ensure correspondence, reports, results etc. are opened promptly, date stamped and passed to the relevant staff.

• Ensure that the consulting rooms are prepared in readiness for each consulting session, checking for the full range of forms and re-stocking as required.
• Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.

• Receive and make calls as required, answering the phone within the surgery policy. Divert calls and take messages as appropriate.
• Ensure that system is operational at the beginning of each day and switched over to night service at the end of each day.

• Open up premises at the start of day, deactivate the alarm and make all necessary preparation to receive patients.
• Secure premises at the end of day; ensure the building is secured, internal lights off and alarm activated.
• Be able to start at 7:45 am and finish at 6.30 pm.

• An understanding, acceptance and adherence to the need for strict confidentiality.
• An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patients enquiries and requests.
• Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies.
• Excellent communication skills.
• Maintaining a clean, tidy, effective working area at all times.
• Ability to make a good cup of tea and coffee!

This job description covers the main duties that the post holder is expected to undertake. These duties may be revised from time to time.

This post is subject to a 6 month Probationary Period, receipt of 2 satisfactory References and a satisfactory Disclosure and Barring Service (DBS) check.

• Flexible approach to work.
• Flexibility of working hours/ able to work at the desired times, including cover when colleagues on holiday.
• Adaptable to change

• Experience of working in a public reception environment.
• Experience of telephone answering and operation Experience of dealing with the public/patients.
• Committed to quality customer care.
• Experience of working in a GP Practice/Primary Care or similar setting.

• Minimum of 5 GCSEs (or equivalent) at C grade or above, including English and maths
• Demonstrable numeracy and alphabet (reading, writing and spelling) skills.
• EMIS trained

• Excellent communication skills Proficient IT skills (e.g. keyboard and
• Knowledge of Computer packages (Word, Excel, Outlook).
• General IT Skills.
• Ability to prioritise workload and work with minimal supervision.
• Able to work to deadlines.
• Ability to work as a team member.
• Effective interpersonal skills.
• Experience of working with EMIS (Clinical Software).
• Knowledge of Data Protection.

• An understanding, acceptance and adherence to the need for strict confidentiality.
• Ability to use own judgement, resourcefulness and common sense.
• Ability to work without direct supervision and determine own work.
• Ability to work as part of an integrated multi-skilled team.
• Pleasant and articulate.
• Able to work under pressure.
• Able to work in a changing environment.
• Able to use own initiative and multitask.

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.