Job summary
Are you great at communicating, highly motivated, well organised with the ability to perform effectively under pressure? Are you able to work flexibly and multitask?
Would you like to be part of a brand new role within our practice where no two days are the same - from booking patient appointments, sending referrals, processing medical correspondence to signposting patients to appropriate services. We are looking for an experienced, dynamic team player to join our friendly practice team!
This is a full time role of 37.5hrs per week - working shifts between the hours of 8:30am - 6:00pm, Monday-Friday. Extended hours may be required to cover to annual leave.
Interviews for this role will take place on Thursday 14th August 2025
Main duties of the job
The Practice Care
Coordinator will work collaboratively across all administrative areas within
the practice. This is a varied key role to include being the first point of
contact to patients and visitors. Aswell as communicating with external
secondary services to process and action requests. Ensuring a professional,
efficient, seamless service is provided to all our patients.
About us
We are a thriving practice,
based over 2 sites - with a well established team, including six GP partners,
salaried/retained GPs, ANPs, Multiskilled Nursing Team, Pharmacy, Wellbeing
Team and Mental Health Nurse. All supported by a fantastic Care Navigation and
Admin Team. Providing high quality primary healthcare to a rural population of
over 13,280 patients. We are innovative and forward-thinking practice and like
to work collaboratively with our team and external partners to provide the best
possible care to our patients.
Our practice is a friendly
welcoming place to work, where you will feel part of a strong and supportive
workforce. We pride ourselves on staff wellbeing. This being fundamental to the
ethos of the Practice.
We offer an attractive annual
leave entitlement, regular one to one meetings and yearly performance and
development reviews. Birthday leave, paid sick leave after probationary period,
and paid dependency leave (subject to management discussion). We also offer
various social events throughout the year.
The Practice is an equal
opportunities employer, and will not discriminate on the grounds of disability,
sex, sexual orientation, race, religion or similar belief, or age.
Applicants applying for this
role currently registered at Gillingham Medical Practice will be required to
register with neighbouring practice if successful.
If you have not heard back from
the Practice within 2 weeks of the closing date, please assume you have not
been successful.
Job description
Job responsibilities
The following are the core responsibilities of
the Practice Care Coordinator. There may be on occasion, a requirement to carry
out other tasks; this will be dependent upon factors such as workload and
staffing levels:
a.
Responsibility of opening/closing
the practice and turning off/on security alarms to ensure the practice is ready
to welcome patients and safely secure at night
b.
Using Word, Excel, Outlook,
SystmOne, eRS, Cinapsis, C the Signs, UniView and PACS to facilitate the smooth
operation of the practice through efficient and effective administrative
support
c.
Monitoring multiple email inboxes
and postal mail to ensure appropriate action taken for incoming correspondence
d.
Checking practice website portal
daily for new patient registration forms, change of contact details and
complaints
e.
Registering of new and temporary
patients
f.Granting online access to patients,
maintaining good working knowledge of the NHS app, SystmOnline and digital
procedures including electronic record access and third-party consent whilst
ensuring GDPR guidance is followed
g.
Booking appointments and dealing
with queries from patients, secondary care services and external organisations
h.
Signposting patients to services where
appropriate
i.
Dealing with tasks received from GPs
and other healthcare professionals, ensuring all urgent and routine within 24
hours tasks are completed in a timely manner
j.
Processing referrals and checking
the eRS worklist data
k.
Logging and dealing with requests
for reports, letters and copies of medical records from patients and external
organisations
l.
Taking payments for private letters,
reports and medicals
m.
Issuing repeat prescriptions,
processing medication requests and liaising with the in-house pharmacy team
where appropriate
n.
Liaising with local pharmacies
o.
Receiving medication from hospital
couriers and contacting patients to arrange collection
p.
Organising urgent patient ambulances
requested by the clinical team
q.
Ensuring mandatory training is
competed in a timely manner
Job description
Job responsibilities
The following are the core responsibilities of
the Practice Care Coordinator. There may be on occasion, a requirement to carry
out other tasks; this will be dependent upon factors such as workload and
staffing levels:
a.
Responsibility of opening/closing
the practice and turning off/on security alarms to ensure the practice is ready
to welcome patients and safely secure at night
b.
Using Word, Excel, Outlook,
SystmOne, eRS, Cinapsis, C the Signs, UniView and PACS to facilitate the smooth
operation of the practice through efficient and effective administrative
support
c.
Monitoring multiple email inboxes
and postal mail to ensure appropriate action taken for incoming correspondence
d.
Checking practice website portal
daily for new patient registration forms, change of contact details and
complaints
e.
Registering of new and temporary
patients
f.Granting online access to patients,
maintaining good working knowledge of the NHS app, SystmOnline and digital
procedures including electronic record access and third-party consent whilst
ensuring GDPR guidance is followed
g.
Booking appointments and dealing
with queries from patients, secondary care services and external organisations
h.
Signposting patients to services where
appropriate
i.
Dealing with tasks received from GPs
and other healthcare professionals, ensuring all urgent and routine within 24
hours tasks are completed in a timely manner
j.
Processing referrals and checking
the eRS worklist data
k.
Logging and dealing with requests
for reports, letters and copies of medical records from patients and external
organisations
l.
Taking payments for private letters,
reports and medicals
m.
Issuing repeat prescriptions,
processing medication requests and liaising with the in-house pharmacy team
where appropriate
n.
Liaising with local pharmacies
o.
Receiving medication from hospital
couriers and contacting patients to arrange collection
p.
Organising urgent patient ambulances
requested by the clinical team
q.
Ensuring mandatory training is
competed in a timely manner
Person Specification
Qualifications
Essential
- Please refer to attached Job Description & Person Specification
Person Specification
Qualifications
Essential
- Please refer to attached Job Description & Person Specification
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.
