Medical Services Coordinator

Job description

Job responsibilities

JOB DESCRIPTION

Job Title: MEDICAL SERVICES COORDINATOR Responsible to:

Team Manager Responsible for:

Coaching patient services staff Job purpose:

To be part of the Operational Management Team assisting in the smooth and efficient running of the practice, ensuring patient referrals are undertaken in a timely manner.

Take responsibility for key areas of practice administration directly and through the provision of coaching, advice and guidance to the patient services team, ensuring compliance with legal and contractual obligations.

KEY DUTIES AND RESPONSIBILITIES

General

Ensure the delivery of a high quality, effective and efficient service to partners, staff, patients, relatives and other key stakeholders.

Undertake duties without direct supervision where relevant, working within procedural guidelines.

Monitor compliance with practice policies, supporting staff to work in a healthy and safe manner.

Improve and maintain standards across a wide range of clinical and administrative activities.

Medical Services Support

To provide an efficient service for GPs and health professionals as required in an accurate and timely manner. This includes the typing of letters, reports, patient referrals, etc.

Utilise the choose and book system.

Oversee and audit patient referral activity and related task groups, taking remedial action where necessary.

Liaise with other agencies as required to assist with patient/clinician queries.

Understand all referral routes available and use relevant forms/pro formas.

Understand, utilise and manage the 2WW referral system as per clinician requests.

Provide support to expedite appointments/tests as required.

Liaise with patients and deal with patient enquiries as directed by clinicians and the Business Manager.

Reception provision

To provide support and training of PSOs, to include a Duty Coordinator shift weekly as a minimum.

Day to day administration

Be responsible for specific administrative aspects of the practice, as directed by the Business Manager.

Provide administrative support for the clinicians and Business Manager using a variety of mediums and software packages.

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Receive incoming and initiate outgoing telephone calls, taking messages and dealing with appropriate queries in a timely manner.

Establish and maintain filing and administrative systems, ensuring written or computer information is easily accessible and secure.

Maintain the computer system in an accurate and secure manner.

Ensure patient information and correspondence is appropriately processed and recorded on electronic and paper filing systems.

Quality, Governance & Compliance

Provide, collect and collate statistics, prepare reports and undertake research as required by the Business Manager.

Organise and participate in practice audits and take any agreed actions.

Provide key performance information as requested.

Complete relevant contractual returns on behalf of the practice.

Maintain practice electronic and paper filing systems.

Work within contractual and legislative requirements to ensure that the practice is safe, efficient and provides the best possible care for patients.

Offer suggestions to the Business Manager regarding practice improvements.

Alongside the Performance Team, support staff to implement practice policies, taking relevant action to address issues affecting quality or presenting patient risk.

Apply practice policies, standards and guidance.

Staff leadership / support

Ensure that identified patient services staff are adequately inducted, coached and supported to manage patient referrals.

Create Standard Operating Protocols as necessary, ensuring staff work to these.

Ensure identified administrative staff undertake actions in a safe and timely manner.

Provide advice, guidance and training to staff within the scope of the role.

Provide an element of cover or source of advice in absence of the Reception Services Coordinator.

Support staff to achieve contract compliance

Self-development

Participate in supervision and training as required to meet the requirements of the role.

Participate in the practice appraisal system.

Perform tasks to the best of ability and contribute to the performance of the team.

Practice Policy & Procedure

Adhere to all practice policies and procedures, including (but not exclusively) Health & Safety, Complaints, Safeguarding, GDPR, Confidentiality, Equality and Speaking Out.

Work at all times in accordance with contractual and legislative requirements

Other Duties

Open and close the practice where required by other members of the Performance Team or Business Manager

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Undertake any other duties designated by the Business Manager which are commensurate with the post.

Person Specification

Experience

Essential

• 1. Minimum 2 years' experience processing patient referrals for medical care in a clinical setting.
• 2. Provision of a wide range of administrative duties using various software packages, including excel.
• 3. Maintaining electronic and paper filing systems to a high level of quality.
• 4. Medical Secretary experience.

Desirable

• 1. Use of EMIS clinical system.
• 2. Managing databases.
• 3. Managing Asset Registers.
• 4. Provision of data related to key performance indicators.
• 5. Undertaking audits and preparing relevant reports.
• 6. Staff leadership.

Qualifications

Essential

• 1. Good standard of general education, including English and Math.
• 2. Administration/IT qualification, such as NVQ 3, City & Guilds 2, CLAIT.
• 3. GCSE English level C and above.
• 4. GCSE Math level C and above

Desirable

• 1. Medical Secretarial qualification, such as AMSPAR

Skills and Abilities

Essential

• 1. Excellent communication skills (written and oral)
• 2. IT and keyboard skills.
• 3. Time management and the ability to work to deadlines.
• 4. Problem solving skills.
• 5. Planning and organising.
• 6. Interpersonal skills.
• 7. Ability to advise and guide others.

Behaviours.

Essential

• 1. Customer focussed.
• 2. Keeps calm and performs under pressure.
• 3. Flexible and adaptable.
• 4. Uses initiative.
• 5. Team worker.
• 6. Self-motivated.
• 7. Pays attention to detail.
• 8. Maintains quality.
• 9. Maintains confidentiality.
• 10. Responsible attitude towards health and safety.
• 11. Responsive to meet business demands.

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.

Employer details

Employer name

Harborne Medical

Address

Harborne Medical Practice

4 York Street

Birmingham

B17 0HG

Employer's website

https://harbornemedical.co.uk/ (Opens in a new tab)