Part time Patient Care coordiantor

The Patient Care Co-ordinator / Receptionist

will work closely with the whole Practice team and will report to the Practice

Manager and GP Partners.

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Organise and

attend the drop in MDTs. With the help

of the clinical lead, GP/practice nurse and the ANP, the care coordinator will

co-ordinate the list of residents that will be identified for review. For these

meetings documentation will be circulated in advance, actions recorded and

circulated.

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Ensure that

decisions made at the drop in MDT and home round have been actioned, making and

chasing ongoing referrals.

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Organise and

minute meetings of the GP leads.

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Liaise closely

with the manager to produce monthly activity reports

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Support the MDT

in liaising with multiple agencies to coordinate care for patients.

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Support the identification, monitoring and

coordination of patients requiring proactive care and review.

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Support the management of QOF call and recall

programmes, including diabetes, asthma, learning disabilities, cervical

screening, immunisations and other long-term condition reviews and

ensure that contact attempts and outcomes are recorded accurately on the

clinical system.

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Support palliative care, frailty and care home

reviews through effective coordination of multidisciplinary meetings, care

plans and follow-up actions.

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Assist with maintaining accurate patient

registers, care plans, review dates and action trackers.

Duties and Responsibilities

Administration

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To have a thorough knowledge of all Practice

procedures.

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To work in accordance with written protocols.

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Filing post in medical records

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Scan, copy and securely transmit documentation

as required.

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Ensure courier takes all documentation and

samples at the appropriate time

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Open and distribute incoming mail

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Docman Workflow Management

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Process incoming clinical correspondence through

Docman workflow in accordance with Practice procedures and within agreed

timescales.

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Support the registration of new patients and the

deduction or transfer of patient records in accordance with Practice

procedures.

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Assist patients with NHS App and online services

registration and access.

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Support the management of subject access

requests and medical records requests in accordance with Practice policies and

relevant information governance requirements.

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Maintain accurate electronic records, searches,

registers and databases.

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Ensure administrative tasks are completed

accurately and within agreed timescales.

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Assist with maintaining accurate Practice

website content and patient information resources.

Reception

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Ensure an effective and efficient reception

service is provided to patients and other visitors to the Practice.

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Deal with general enquiries, explain procedures

and arrange new and follow-up appointments.

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Issue completed repeat prescriptions in

accordance with Practice procedures, checking the patients name, address and

identity as appropriate.

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Provide cover across all reception positions as

required.

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Prepare lists and notes for all surgeries and

clinics held, ensuring completion of all associated paperwork

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Promote and support digital patient access

services, including online consultations, NHS App services and online

appointment booking.

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Signpost patients appropriately to the most

suitable clinician, service or source of support in accordance with Practice

procedures.

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Escalate urgent patient concerns promptly in

line with Practice protocols.

Appointments

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Process requests for same-day and future

appointments from patients by telephone and in person.

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Enter requests for home visits into the

spreadsheet, ensuring careful recording of all relevant details and where

necessary refer to Duty Doctor

Telephone

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Receive and make telephone calls as required.

Transfer calls and take messages, ensuring that details are accurate and

delivered promptly to the appropriate person.

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Have working knowledge of telephone/bleep

system, during and after hours.

Other Tasks

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Open up premises at the start of the day when

first to arrive and make all the necessary preparations to receive patients

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Ensure all Health & Safety checks are

undertaken within the desired timescales as indicated in the Practices Health

& Safety Policy

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When last to leave at the end of the day, ensure

that the surgery is totally secured, internal lights are off, all electrical

equipment has been turned off.

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Comply with Practice security procedures

relating to opening and closing the premises

Confidentiality

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In the course of seeking treatment, patients

entrust us with, or allow us to gather, sensitive information in relation to

their health and other matters. They do

so in confidence and have the right to expect that staff will respect their

privacy and act appropriately.

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In the performance of the duties outlined in

this job description, the post-holder may have access to confidential

information relating to patients and their carers, practice staff and other

healthcare workers. They may also have

access to information relating to the practice as a business organisation. All such information from any source is to be

regarded as strictly confidential.

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Information relating to patients, carers,

colleagues, other healthcare workers or the business of the practice may only

be divulged to authorised persons in accordance with the practice policies and

procedures relating to confidentiality and the protection of personal and

sensitive data.

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The post holder will undertake mandatory

Information Governance training and apply confidentiality and data security

principles in all aspects of their work.

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The post holder must ensure that patient, staff

and Practice information is handled securely, appropriately and confidentially

at all times.

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The post holder will comply with the UK General

Data Protection Regulation (UK GDPR), Data Protection Act 2018, NHS Information

Governance requirements and all Practice policies relating to data protection,

information security and records management.

Health & safety

The post-holder will implement and lead on the full range of

promotion and management of their own and others health, safety and security

as defined in the practice Health & Safety policy, the practice Health

& Safety manual, and the practice Infection Control policy and published

procedures. This will include (but will not be limited to):

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Ensuring job holders across the practice adhere

to their individual responsibilities for infection control and health and

safety, using a system of observation, audit and check, hazard identification,

questioning, reporting and risk management.

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Maintaining an up-to-date knowledge of health

and safety and infection control statutory and best practice guidelines and

ensure implementation of these across the business.

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Using personal security systems within the

workplace according to practice guidelines.

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Identifying the risks involved in work

activities and undertaking such activities in a way that manages those risks

across the business.

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Making effective use of training to update

knowledge and skills and initiate and manage the training of others.

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Using appropriate infection control procedures,

maintaining work areas in a tidy and safe way and free from hazards, and

initiation of remedial / corrective action where needed.

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Actively identifying, reporting, and correction

of health and safety hazards and infection hazards immediately when recognised.

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Keeping own work areas and general / patient

areas generally clean, identifying issues and hazards / risks in relation to

other work areas within the business, and assuming responsibility in the

maintenance of general standards of cleanliness across the business in

consultation (where appropriate) with other sector managers.

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Undertaking periodic infection control training

(minimum annually).

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Routine management of own team / team areas, and

maintenance of workspace standards.

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Demonstrate due regard for safeguarding and

promoting the welfare of children.

Equality and diversity

The post-holder will support the equality, diversity and

rights of patients, carers and colleagues, to include:

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Acting in a way that recognises the importance

of peoples rights, interpreting them in a way that is consistent with practice

procedures and policies, and current legislation.

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Respecting the privacy, dignity, needs and

beliefs of patients, carers and colleagues.

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Behaving in a manner that is welcoming to and of

the individual, is non-judgmental and respects their circumstances, feelings

priorities and rights.

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Personal/Professional development

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The post-holder will participate in any training

programme implemented by the practice as part of this employment, with such

Training to include

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Participation in an annual individual

performance review, including taking responsibility for maintaining a record of

own personal and/or professional development.

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Taking responsibility for own development,

learning and performance and demonstrating skills and activities to others who

are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the

Practice, and will

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Alert other team members to issues of quality

and risk.

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Assess own performance and take accountability

for own actions, either directly or under supervision.

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Contribute to the effectiveness of the team by

reflecting on own and team activities and making suggestions on ways to improve

and enhance the teams performance.

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Work effectively with individuals in other

agencies to meet patients needs.

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Effectively manage own time, workload and

resources.

Communication

The post holder will recognise the importance of effective

communication within the team and will strive to:

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Communicate effectively with other team members.

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Communicate effectively with patients and

carers.

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Recognise peoples needs for alternative methods

of communication and respond accordingly.

Contribution to the implementation of services

The post-holder will

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Apply practice policies, standards and guidance.

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Discuss with other members of the team how the

policies, standards and guidelines will affect own work.

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Participate in audit where appropriate.

Clifton Rise Family Practice is seeking an

enthusiastic, highly motivated Patient Care Co-ordinator / Receptionist to join

our team. We are a high-achieving, well-established PMS Practice serving over

4,500 patients.

Qualifications