Care-Coordinator

Job description

Job responsibilities

Principal Duties and Responsibilities

• Liaising with local community organisations and maintaining good relationships with stakeholders
• QOF call/recall duties
• Scanning and coding
• Preparing reports related to the progress of patients
• Covid-19 vaccine relate tasks
• Check and monitor the practice incoming emails/clinical letters that are received in the NHS Email account/post, responding to patient queries, and printing clinical correspondence.
• Ensure a good flow of communication within the reception team, particularly in response to problems.
• To answer the telephone promptly and deal with enquirers in a helpful and courteous manner, being aware of the need to maintain confidentiality at all times regarding patients and staff.
• Booking, cancelling, amending patients appointments using the clinical software
• To maintain a good rapport/relationship between internal and external customers of the Practice at all times.
• To have an overview of the demands and workflow of the Practice during the working day. To assist the Practice Manager in the daily management of the appointment system for registered and walk in patients.
• To book/cancel and amend patients appointments using the clinical system and to book patients in on the walk in service when needed using NHS Smartcard to trace patients on the Spine.
• Ensure the waiting area/reception front desk is kept tidy and keep forms and patient information stocked up where possible.
• Assist visitors to the practice ensuring all visitors sign in the visitor book and to ensure all are signed out when leaving
• Monitor the waiting area and appropriately request for triages for patients who present with worsening symptoms.
• To adopt a proactive approach and deal with any issue relating to Reception which may arise.

Prioritising daily duties to ensure deadlines are met

• To reach practice targets by asking patients to complete the patient experience surveys on a daily basis.

Bolingbroke Medical Centre

• Patient engagement proactively inform patients of benefits for signing up to the online services where patients can book appointments, order repeat prescription and view their medical record.
• Ad hoc duties as required from clinical and management team.
• Effectively signpost patients to services appropriate to their needs
• Process & Request the repeat prescriptions received in person, email and fax through medicine management in EMIS.
• Filing prescriptions actioned by the GP
• Filing of medical records
• To effectively communicate the complaints procedure when necessary.
• To ensure a handover is given to colleagues when shift ends. Communicating via the end of day checklist with the management team
• Ensure tasks in EMIS workflow are actioned within a 48-hour time frame where possible. Chasing results for patients and sending letters to patients who need to book an appointment.
• To ensure data protection policy is adhered to when sending patient identifiable information.
• To assist with the DNA Policy tracking patients who DNA their appointments and sending letters to them
• To distribute letters, memorandums, reports, and general correspondence as required and to ensure efficient maintenance of all records in accordance with Statutory and Company procedures.
• To ensure all correspondence received in the Practice is date stamped and receives prompt attention and that the Practice's filing system is maintained accurately and promptly.
• To accurately scan and code clinical correspondence on to patients record using the clinical software.
• To accurately manage the clinical correspondence once trained and assist with the GPs
• To attend and contribute to staff meetings and development meetings constructively.
• To identify problems with the operational systems in use within reception and make recommendations for improvement.
• In keeping with the general management role and as may be determined by the Practice Manager.
• To process incoming medical records and correctly mark them on the clinical system as received
• To process the deductions for patients who have left the practice. Correctly labelling all outgoing medical records and marking them on EMIS
• Filing and management of the medical records room.
• To assist with QOF Management booking patients in for their annual reviews
• To Assist with enhanced services including PACT and Carers
• To manage the Coil/Implant waiting list and book patients into available clinics
• Report any untoward incidents such as complaints, clinical emergencies, and injury as per company policies/procedures.
• To provide administrative and clerical support and other support which may be requested from time to time by the Operations Manager and other senior personnel
• Updating the patient information leaflets within the practice, and ensuring notice boards in the consultation rooms and waiting are standardised.
• Processing deductions through EMIS web for patients who have moved GP.
• IT troubleshooting reporting errors with computers, printers and software to the appropriate IT service desk.
• Ad hoc duties from clinical and management team.

This job description is not intended to be exhaustive and from time to time you may be required to take on other tasks in addition to those detailed above

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Vocational training NVQ Level 3 and above

Experience

Essential

• Previous administration experience in a Experience gained in a similar setting and ideally general practice. healthcare environment.
• Excellent Computer Skills. Ability to complete tasks to deadlines and to a specified standard.
• Ability to be flexible in approach to work.
• Fit to undertake the role.
• Good personal presentation.
• MUST have experience working with EMIS web clinical system

Desirable

• Experience of working in a GP practice

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

Bolingbroke Medical Centre

Address

Wakehurst Road

Battersea

London

SW11 6BF

Employer's website

https://www.bolingbrokemedicalcentre.nhs.uk/ (Opens in a new tab)