GP Practice Care Co-Ordinator

Job description

Job responsibilities

GP Practice Care Co-ordinator

Accountable to: Practice Manager

Hours: 37 hours

Base: Midway Surgery

JOB SUMMARY

This is an important post which helps with the provision of the best medical care for our patients by providing excellent administration support. The post holder must be able to use their own initiative, be a keen and quick learner, be able to communicate well with our patients and be a positive and efficient member of a friendly team.

Utilising our efficient clinical IT systems, this post holder will ensure that patients needs are identified and that our patients can access the services appropriate to them such as vaccinations, health checks and reviews, blood tests and more. Excellent communication skills are needed to provide care for our patients and their families.

Experience in health or social care preferable.

Prior office experience is desirable to ensure efficient handling of administrative tasks and effective communication

Being proficient in the use of spreadsheets such as Microsoft Excel, using Word and having experience in computer systems would be an advantage.

Training and support will be provided.

DUTIES

Monitoring the clinical recall IT system and spreadsheet to offer clinical testing and invitations for appropriate clinical needs or reviews as per Practice protocols.

Respond to patient queries and contact patients to make appointments with relevant clinicians and encourage engagement where appropriate.

Take responsibility for certain patient care pathways such as Asthma and COPD, ensuring annual reviews are offered and appointments are made.

Work closely with the clinical team to provide computer searches and data to meet its service delivery requirements and changing care pathways.

Respond to data provided by national databases and update patients medical records accordingly.

Assist and participate in monthly inspections and audits.

Work closely with the Practice team in the coordination of work and daily administration needs as requested.

Attend relevant training meetings and training events, collaboratively with other Practices, IT colleagues and health and social care teams as required

Develop policies, procedures and patient information as appropriate to this role.

Provide training and support as appropriate to the Practice team.

Assist the Practice in providing a high-quality patient service, meet and demonstrate its performance markers and maximise efficiencies and resources.

Make recommendations relating to innovative ways of working, changing services, regulation updates, continuous learning and more.

Ensure that the areas of responsibility are safe and within legal and national regulations to include GDPR data protection regulations and Care Quality Commission compliance.

Some flexibility with hours will be needed particularly for meetings and training.

Other duties as deemed reasonable for this role.

ADDITIONAL RESPONSIBILITIES

In addition to the specific responsibilities set out within this job description, Midway Surgery has the following expectations of all staff-

Customer Care

The post-holder must act in such a way to promote a positive image at all times. It is expected that all staff members reflect the values of the organisation:

QUALITY - Clinical quality; quality of our service from start to finish; quality of our environments

HELPFUL AND EMPATHETIC ATTITUDE - Respectful, friendly, adaptable, caring and understanding behaviours with patients and each other.

MAKING IT EASIER - easier to get help, information, to book, to work and use technology solutions

COMMUNICATION - with patients and with each other. Open and honest, one team culture, with third parties and communities.

Confidentiality

In the course of seeking treatment patients entrust us with and 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.

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.

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.

Information Governance

All staff have a personal responsibility to ensure that person identifiable, confidential or sensitive information is processed in line with the Data Protection Act (2018), General Data Protection Regulations, the Human Rights Act (2000) and other requirements such as the Caldicott principles.

All staff must be aware of the requirements to ensure there is no breach or unauthorised disclosure.

Health & Safety at Work

In accordance with the Management of Health and Safety at Work Regulations 1992 (as amended) and other relevant Health and Safety legislation, staff have a duty to take responsible care to avoid injury to themselves and to others by their work activities, and to co-operate with the organisation and others in meeting statutory and mandatory requirements.

Infection Prevention & Control

It is the responsibility of all staff to ensure high quality patient care is based upon principles of best practice in infection prevention and control. All staff must fully co-operate in achieving compliance with safe systems of work when undertaking activities that present a risk of the spread of infection.

Safeguarding of Children and Adults at Risk

Post holders have a general responsibility for safeguarding children and adults at risk in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role. The expectation is that the post holder is familiar with the relevant procedures and guidelines relevant to their job role.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment which may be outside normal working hours, to include:

All staff have a responsibility to participate in appraisal with their manager or team leader.

Take responsibility for maintaining a record of own personal and or professional development.

Monthly Practice training afternoons.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Meetings

Staff are expected to attend meetings, as required sometimes, these may be held outside of normal working hours.

Policies, Procedures and Guidelines

All staff must be aware of and adhere to all relevant Practice policies, procedures and guidelines.

Whistleblowing - Raising Concerns

It is the responsibility of all staff to raise any concerns if they reasonably believe that one or more of the following is either happening, has taken place, or is likely to happen in the future relating to the Partnerships business:

A criminal offence or a breach of a legal obligation

A miscarriage of justice

A danger to the health and safety of any individual

Damage to the environment

Deliberate attempt to conceal any of the above.

Any other legitimate concerns

Equality and Diversity

Midway Surgery is an Equal Opportunity Employer. Its policy is to treat everyone in the same way regardless of their race, religion, nationality, marital/parental status, disability, gender, gender reassignment, sexual orientation or age. The Partnership values the diversity of its work force as a strength and aims to provide a working environment in which people have the opportunity to contribute and develop according to their individual merits and aspirations.

This list is not to be regarded as exclusive or exhaustive as there may be other duties and requirements associated with the post which you may be called upon to perform from time to time.

PERSON SPECIFICATION

Proven experience working in an office environment, demonstrating organisational skills and proficiency with administrative tasks.

Excellent organisational skills with the ability to manage multiple priorities efficiently.

Strong communication skills, both written and verbal, with a compassionate approach towards clients.

Ability to work independently as well as part of a multidisciplinary team, using own initiative, multitasking and prioritising workload

Attention to detail in maintaining accurate records and documentation.

Enthusiastic and quick learner as continuous learning is essential.

Experience in or knowledge of healthcare or social care environments is desirable.

Experience of healthcare clinical systems, either emisWeb or SystemOne or experience of other IT systems in primary care would be advantageous but not essential.

Person Specification

Experience

Essential

• Proven experience working in an office environment, demonstrating organisational skills and proficiency with administrative tasks.
• Excellent organisational skills with the ability to manage multiple priorities efficiently.
• Strong communication skills, both written and verbal, with a compassionate approach towards clients.
• Ability to work independently as well as part of a multidisciplinary team, using own initiative, multitasking and prioritising workload
• Attention to detail in maintaining accurate records and documentation.
• Enthusiastic and quick learner as continuous learning is essential.

Desirable

• Experience in or knowledge of healthcare or social care environments is desirable.
• Experience of healthcare clinical systems, either emisWeb or SystemOne or experience of other IT systems in primary care would be advantageous but not essential.

Employer details

Employer name

Midway Surgery

Address

93 Watford Road

St. Albans

Hertfordshire

AL2 3JX

Employer's website

http://www.midway-surgery.co.uk/ (Opens in a new tab)