Patient Services Coordinator

Job description

Job responsibilities

Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.

Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

Deal with all general enquiries, explain procedures and make new and follow-up urgent and routine appointments with all members of the Primary Healthcare Team.

Communicate clearly and effectively with other team members, patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.

Register new patients to the practice onto the clinical system promptly and accurately having knowledge of the practice area.

Process patients changes of address.

Book transport and ambulances for patients as appropriate.

Act as chaperone for patients as necessary

Enter requests for home visits onto the clinical system, ensuring to carefully record all relevant details and referring to the on-call doctor where necessary.

Open and organise the distribution of the post

Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours.

Liaise with the pharmacists in the issuing of prescriptions

Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.

Enter patient information on to the computer as required.

Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.

Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

Ensure records are kept in good repair, with all necessary information on the outside cover clearly visible.

Work flexibly with colleagues to cover the opening hours of the surgery, including opening and closing the surgery by arrangement.

Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.

Organise and set up clinical rooms ready for consulting.

When last to leave at the end of the day, clear rooms after surgeries, ensure that the building is totally secured, internal lights are off and the alarm activated.

Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.

Be able to cover all reception positions as necessary, ensuring reception is covered in times of sickness and annual leave.

Train and support new staff to ensure that the required level of proficiency is attained.

Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

Person Specification

Qualifications

Essential

• English and maths GCSE at level C or above or the equivalent

Desirable

• NVQ in business or administration or equivalent
• IT certificates in Microsoft office packages
• Medical terminology training certificate
• Evidence of other further training and personal development undertaken.

Knowledge

Essential

• Understanding of Primary Care.

Desirable

• Understanding of medical terminology.
• Understanding of equal opportunity and diversity issues.
• Awareness of data security requirements.

Experience

Essential

• Working with customers / public / reception experience.
• Office and administration work.
• Working in a team.
• Working with Windows and Microsoft Office.

Desirable

• Work in a Primary Care organisation.
• Working with confidential information.
• Familiar with all functions of the clinical system and their application.

Skills

Essential

• Excellent organisational ability.
• Well-developed IT skills.
• Proficient keyboard skill.
• Excellent attention to detail and accuracy in recording information.
• Excellent interpersonal, verbal and written communication skills.
• Library & indexing skills/knows ABC.
• Ability to work without supervision.
• Professional and confident attitude.
• Literacy skills (spelling, comprehension etc.)
• Numeracy .
• Able to establish and maintain effective communication pathways within the organisation and with external stakeholders
• Self-motivation
• Mobile and able to travel between sites

Desirable

• Clinical software skills.
• Advanced IT skills.
• Trained typist.

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

Staffa Health

Address

Staffa Health Centre

3 Waverley Street

Tibshelf

Alfreton

Derbyshire

DE55 5PS

Employer's website

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