Job summary
G DOC LTD is a non-profit organisation that aims to strengthen primary care and general practice by delivering safe, high quality and innovative care. We currently run four GP Practices in Gloucestershire (two in Gloucester City and two in the Forest of Dean) and provide a number of bespoke primary care services across the county.
We are looking for an experienced Clinical Scheduler & Recall Administrator to join our professional and friendly administration team based in Gloucester. This is an opportunity to join a well-led, well-run and mutually supportive team and play your part in helping primary care patients. G DOC LTD is a supportive employer and encourages staff development, for the right candidate this position could lead to career in primary care with increasing responsibility and linked increases in salary.
Main duties of the job
The post holder will be responsible for managing and coordinating the rotas for our clinical staff and managing of our long-term condition recall system, ensuring smooth and efficient operations within the surgery, being organised and detail oriented.
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
About us
You will be required to be immunised
in compliance with Green Book (link attached) and NHS recommendations for your
role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the
Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into
primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced
local GPs.
We run a number of GP practices, as well as some other services for the
whole county.
In Gloucester we run 9,500 patients at Gloucester Health Access Centre/Matson
Lane (9,500 patients) and Partners in
Health (12,400).
In the Forest of Dean, we run two practices, both of which are
dispensing: Lydney (7,500 patients), and Blakeney (3,200 patients).
Our countywide services include:
G DOC is running a Covid Medicines Service to help and support the
high-risk patients in Gloucestershire.
Over 17,000 primary care appointments each year at Gloucester Health
Access Centre for patients who may need to be seen the same day when their own
practice is already full, or who do not have a registered GP. GHAC is open
8am8pm, 365 days a year.
For more details visit our website
Job description
Job responsibilities
Providing
support to senior management as required, including organising and attending
meetings as required.
Contribute
to the design, implementation and maintenance of high-quality management
information systems to include clinical rotas.
Maintaining
full oversight of all rotas relating to G DOC contracts, including supervision
of other rota fills within the organisation.
Forecasting
future demand and supply for all G DOC contracts and providing weekly reports
to managers.
Monitor
ongoing appointment capacity for the practice, considering short notice changes
of rotas as given by the line manager and informing them of any
appointment/clinician shortages.
Check
rota-fill daily and ensure the team respond to any late changes, filling gaps
wherever possible.
To
provide a point of contact for clinic related queries.
Source
and book sessional GP cover where appropriate, using G DOC rota systems and
other systems eg, rotacloud also managing the input of information on SystmOne
including room plans.
To
exercise initiative and judgement based on acquired knowledge and experience
when ensuring adequate GP cover for sickness, annual leave, training days and
meetings.
Assist
in the management of GP locum recruitment, including inductions and smart card
registrations for clinical staff and non-clinical staff.
Manage
Nurse Rotas, sourcing and booking where appropriate to cover sickness, annual
leave, training days and meetings. Support all clinical staff with general
administrative tasks as requested.
Inviting,
coding and managing of the LTC recall system
Support
the Quality Outcomes Framework (QoF) management to ensure effective recall of
patients for annual checks incorporating LTC, flu and/or Covid.
Use
initiative and established procedures to resolve queries at the first point of
contact or escalate when appropriate to managers.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately.
Provide
reciprocal cover for Administration Team during annual leave and sickness
absence.
Any
other business which supports the business needs.
Job description
Job responsibilities
Providing
support to senior management as required, including organising and attending
meetings as required.
Contribute
to the design, implementation and maintenance of high-quality management
information systems to include clinical rotas.
Maintaining
full oversight of all rotas relating to G DOC contracts, including supervision
of other rota fills within the organisation.
Forecasting
future demand and supply for all G DOC contracts and providing weekly reports
to managers.
Monitor
ongoing appointment capacity for the practice, considering short notice changes
of rotas as given by the line manager and informing them of any
appointment/clinician shortages.
Check
rota-fill daily and ensure the team respond to any late changes, filling gaps
wherever possible.
To
provide a point of contact for clinic related queries.
Source
and book sessional GP cover where appropriate, using G DOC rota systems and
other systems eg, rotacloud also managing the input of information on SystmOne
including room plans.
To
exercise initiative and judgement based on acquired knowledge and experience
when ensuring adequate GP cover for sickness, annual leave, training days and
meetings.
Assist
in the management of GP locum recruitment, including inductions and smart card
registrations for clinical staff and non-clinical staff.
Manage
Nurse Rotas, sourcing and booking where appropriate to cover sickness, annual
leave, training days and meetings. Support all clinical staff with general
administrative tasks as requested.
Inviting,
coding and managing of the LTC recall system
Support
the Quality Outcomes Framework (QoF) management to ensure effective recall of
patients for annual checks incorporating LTC, flu and/or Covid.
Use
initiative and established procedures to resolve queries at the first point of
contact or escalate when appropriate to managers.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately.
Provide
reciprocal cover for Administration Team during annual leave and sickness
absence.
Any
other business which supports the business needs.
Person Specification
Experience
Desirable
- Broad knowledge of General Practice
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other
Essential
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
- An ability to drive, current UK driving licence. and daily access to a vehicle.
Knowledge and Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
Desirable
- Competent in use of SystmOne
- Competent in the use of Office and Outlook
- If not already competent in SystmOne, Office & Outlook, willing and able to undertake training and develop competency.
Qualifications
Essential
- GCSE grade 4/C or above in maths & English, or equivalent (if candidate does not hold these qualifications or a recognised equivalent, competency testing may be required)
Person Specification
Experience
Desirable
- Broad knowledge of General Practice
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other
Essential
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
- An ability to drive, current UK driving licence. and daily access to a vehicle.
Knowledge and Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
Desirable
- Competent in use of SystmOne
- Competent in the use of Office and Outlook
- If not already competent in SystmOne, Office & Outlook, willing and able to undertake training and develop competency.
Qualifications
Essential
- GCSE grade 4/C or above in maths & English, or equivalent (if candidate does not hold these qualifications or a recognised equivalent, competency testing may be required)
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.