Patient Coordinator (Medical Receptionist/Administrator)

at  Sherbourne Medical Centre

Job Summary:
The Patient Coordinator role will be based in our Reception and Administration departments. The hours for the role will be fixed but are subject to change. The specific areas of work will vary according to practice need on the day as identified by the Practice Manager or Partners. The key aspects to this role are as follows:-
1. To provide friendly, efficient and effective reception service for all patients and visitors to the practice.
2. To provide efficient, effective and accurate administration support to Doctors and other clinical staff.
3. Process patient prescription requests and deal with prescription enquiries in a safe, timely and accurate manner.
4. To provide support for Practice Manager, GPs, and other members of staff as appropriate.
5. To ensure that all administrative duties are carried out in line with the practices guidelines and policies.
Main Duties / Key Tasks:
This job description covers both generic and special tasks. Section A is one of the primary duties of all patient coordinators. Sections B to F are special tasks which are allocated separately, but which all staff may be required to undertake with proper instruction.
A: Reception
Ensuring an effective and efficient reception service is provided to all patients and any other visitors to the practice
Make routine, emergency and follow-up appointments on behalf of patients and ensure that patients are checked in on arrival
Deal with all incoming telephone calls in a prompt and courteous manner
Ensure the efficient administration of patients paper records and requests, including the filing, tidying and retrieving of records as requested by other staff in the surgery
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures and application forms are completed and then registered on to the current electronic system
Take messages and passing on information to other clinical and administrative team members
Complete any tasks sent to the reception team by the Doctors and Nursing Teams in a timely manner
Monitoring the practice appointments system and monitor flow of patients into consulting and treatment rooms advising patients of delays if necessary
Opening and closing the reception area and building in accordance with practice protocols
Advise patients of relevant charges for private services, accept payment and issue receipts
Keeping the reception well-stocked with stationery and other supplies
Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Handing completed repeat prescriptions to patient after checking their name, address and date of birth
Dealing with clinical samples from patients
Assist in providing basic life support treatment to patients who are taken unwell in the reception area until the arrival of a clinical member of staff
Enter specific clinical measurements such as BP, weight, smoking or alcohol data into EMIS patient records when provided by the patient
Ensure all the clinical room printers are stocked with paper and prescriptions
B: Prescriptions
Preparing repeat prescriptions for GP’s to sign
Dealing with prescription queries from both patients and pharmacies
Dealing with PPA claims
Dealing with hospital discharge summaries
C: General Administration
Deal with all incoming and outgoing mail including fax, franking, courier and postage
Deal with all correspondence and patient records received from or being returned to the CCG/Health Authority
Managing office equipment such as photocopiers and franking machines, including ordering and changing toners, changing inks and paper etc.
Ordering of stationery, equipment, cleaning items and refreshments for the practice
Undertaking a range of administrative tasks such as word processing, photocopying, filing and retrieval of patient records, reports and letters, scanning and linking documents
Provide administrative support to the Clinical Team and Practice Manager as required
To assist in the fire alarm testing, and emergency lighting test on a regular basis
Ensure security of data at all times
D: Medical Administration
Entering patients information into relevant databases / computer systems
Checking and filing OOH reports
Dealing with path results, antenatal reports, x-ray, cytology and histology results, managing notifications and non responders
Manage mammogram results and diabetic eye screening results and requests
Set up clinic templates
Maintain and update the computerised registration database as necessary, including change of registration status, deductions, birth and death records and organ donor registers
Docman read-coding
Process all patient referrals through the e-Referral system
Any other medical administration as requested by the Practice Manager
Maintain a working knowledge of EMIS and be actively involved in the entering of data and setting up of appointment templates on the system
E: IT Administration
Ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the Doctors, Nurses and Practice Manager
Assist with IT service calls, reporting faults to suppliers and track progress
Update the website, intranet, TV screens and social media as necessary
Support and guide members of staff in the use of the computer system
Ensure security of data at all times
F: Additional Duties Dependant on Practice needs
Supporting the Practice Manager in maintaining the relevant patient registers such as PSA, Lithium, Pre-Diabetic’s, Zoladex etc.
Supporting the Practice Manager in arranging recalls for medical conditions such as diabetes, COPD, Asthma, Mental Health and Learning Disability reviews etc.
Assisting the Practice Manager in arranging specialist clinics such as flu immunisations
Receiving and checking clinical notes from PCSE for newly registered patients, summarising salient points (from patients previous practice summary and checking through for medications, immunisations, chronic diseases and ongoing problems) and entering data on EMIS
Dealing with requests for copies of or access to medical records and associated invoicing
Processing medical insurance reports and associated invoicing
Managing controlled drugs service users prescriptions and liaising with the Community Drugs Team
Arranging home oxygen supplies as required
Acting as lead for matters related to carers, liaising with Carers Association as required
Providing administrative support to the End of Life meetings
Any other tasks as requested by the Practice Manager or GP Partner
Job Types: Part-time, Permanent
Pay: £11.50-£12.10 per hour
Expected hours: 18 per week

Benefits:

• Company pension

Schedule:

• Day shift
• Monday to Friday

Work Location: In person
Application deadline: 14/02/202

Please refer the Job description for details