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Park House Medical Centre

Receptionist / Care Coordinator

Information:

This job is now closed

Job summary

We are seeking a friendly, enthusiastic and flexible team member to join our caring and supportive care coordination reception team working 37.5 hours per week across our two sites in Carlton and Lowdham.

You will be part of the front of house team responsible for dealing with patients and other health care professionals. This position is encompasses traditional reception duties, administrative duties and dealing with patients on the telephone and in person with a strong emphasis on coordinating care for our patients, ensuring they are directed to the most appropriate person or place for their care.

Your hours will be worked on a shift basis between 0700 and 2000. Core hours are 07:45-18:30 however we do provide additional access to appointment outside of these hours. There is also the requirement for some occasional weekend work. For this post you will be expected to work across both of the sites that make up our practice.

Comprehensive training will be provided.

Main duties of the job

You will be part of the front of house team responsible for dealing with patients and other health care professionals. This position is encompasses traditional reception duties, administrative duties and dealing with patients on the telephone and in person with a strong emphasis on coordinating care for our patients, ensuring they are directed to the most appropriate person or place for their care.

About us

Jubilee Park Medical Partnership is a friendly practice with a list size of approximately 12600 patients across 2 sites in Carlton and Lowdham.

We are a fabulous caring, supportive and hardworking team.

Our practice team consists of:

GP Partners, Salaried GPs, Advanced Nurse Prescriber, Nurse Prescribers, Practice Nurses, HCAs, Reception Care Coordination team, Administration team and Management team.

Details

Date posted

13 June 2023

Pay scheme

Other

Salary

£10.92 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A0567-23-0001

Job locations

61 Burton Road

Carlton

Nottingham

NG4 3DQ


Francklin Road

Lowdham

Nottingham

NG14 7BG


Job description

Job responsibilities

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Maintaining and monitoring the practice appointment system

Process personal, telephone and e-requests for appointments

Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

Process and effectively signpost patients to the appropriate healthcare professional depending on the presenting condition

Initiate contact with and respond to requests from patients, team members and external agencies

Data entry of new and temporary registrations and relevant patient information as required

Input data into the patient’s healthcare records as necessary

Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

Manage all queries as necessary in an efficient manner

Raise queries via tasks to appropriate member of staff and deal with tasks in the care coordinator task list in an appropriate order

Action tasks set by clinicians and other members of the practice team via the clinical system and by email

Sort and route external mail to include scanning attachments to the electronic clinical record following practice policy.

Assist  in the call/recall of patients

Complete practice opening and closing procedures in accordance with policy

Support the management of repeat prescriptions, ensuring they are processed accurately and efficiently

Distribute completed prescriptions

Distribute dispensed medication ensuring that patients correctly complete the exemption boxes and give correct payment (Lowdham site only)

Action incoming emails

Maintain a clean, tidy, effective working area at all times

Monitor and maintain the reception area and notice boards

Support administrative staff, providing cover during staff absences

Attend organised training events and updates for non-clinical staff

Flexibly work across shift pattern and sites

Job description

Job responsibilities

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Maintaining and monitoring the practice appointment system

Process personal, telephone and e-requests for appointments

Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

Process and effectively signpost patients to the appropriate healthcare professional depending on the presenting condition

Initiate contact with and respond to requests from patients, team members and external agencies

Data entry of new and temporary registrations and relevant patient information as required

Input data into the patient’s healthcare records as necessary

Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

Manage all queries as necessary in an efficient manner

Raise queries via tasks to appropriate member of staff and deal with tasks in the care coordinator task list in an appropriate order

Action tasks set by clinicians and other members of the practice team via the clinical system and by email

Sort and route external mail to include scanning attachments to the electronic clinical record following practice policy.

Assist  in the call/recall of patients

Complete practice opening and closing procedures in accordance with policy

Support the management of repeat prescriptions, ensuring they are processed accurately and efficiently

Distribute completed prescriptions

Distribute dispensed medication ensuring that patients correctly complete the exemption boxes and give correct payment (Lowdham site only)

Action incoming emails

Maintain a clean, tidy, effective working area at all times

Monitor and maintain the reception area and notice boards

Support administrative staff, providing cover during staff absences

Attend organised training events and updates for non-clinical staff

Flexibly work across shift pattern and sites

Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • GCSE Mathematics & English (C or above)

Desirable

  • Customer service qualification (NVQ) or equivalent
  • NVQ Level 2 in Health and Social Care

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure

Desirable

  • SystmOne user skills

Knowledge

Essential

  • An understanding of a General Practice reception environment

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a health care setting

Personal Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure

Other

Essential

  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Desirable

  • Own Transport
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • GCSE Mathematics & English (C or above)

Desirable

  • Customer service qualification (NVQ) or equivalent
  • NVQ Level 2 in Health and Social Care

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure

Desirable

  • SystmOne user skills

Knowledge

Essential

  • An understanding of a General Practice reception environment

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a health care setting

Personal Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure

Other

Essential

  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Desirable

  • Own Transport

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

Park House Medical Centre

Address

61 Burton Road

Carlton

Nottingham

NG4 3DQ


Employer's website

https://www.parkhousemedicalcentre.com/ (Opens in a new tab)

Employer details

Employer name

Park House Medical Centre

Address

61 Burton Road

Carlton

Nottingham

NG4 3DQ


Employer's website

https://www.parkhousemedicalcentre.com/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Michelle Turpin

m.turpin@nhs.net

01159404333

Details

Date posted

13 June 2023

Pay scheme

Other

Salary

£10.92 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A0567-23-0001

Job locations

61 Burton Road

Carlton

Nottingham

NG4 3DQ


Francklin Road

Lowdham

Nottingham

NG14 7BG


Supporting documents

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