Westway Surgery

Patient Care Administrator/Receptionist

This job is now closed

Job summary

We require a Patient Care Administrator to join our busy friendly, merged Practices serving 16,000 patients with seven GP Partners. We are looking for enthusiastic, flexible team players with excellent communication skills and the ability to work under pressure. We offer generous terms and conditions and training opportunities. The successful candidates will perform all general administrative and care navigation tasks.

Main duties of the job

To work as part of a combined team, across our 2 sites, to ensure the smooth running of the practice. To present a calm, friendly and professional image to all patients and visitors to the practice. To ensure all administrative and reception duties are performed effectively to the required standard, meeting the objectives of the practice. Responsible for undertaking a wide range of administrative duties on behalf of the Doctors. To maintain a high level of strict confidentiality on matters relating to the practice and its patients at all times in line with the Data Protection and GDPR Acts. You must be able to use your own judgement, be resourceful and able to work under pressure. You must have excellent communication skills. You must be reliable and flexible.

About us

Afon Elai Partnership ethos: We aim to work with patients, other healthcare staff and community providers to provide safe, evidence based and patient-centred primary care, based on clinical need. This is underpinned by a commitment to fairness to each other, to our staff and to our patients. The practice should be financially secure and sustainable in order to provide security for our partners, staff and patients, rather than maximising profit. We aim to be a place where people want to come and work, where they feel valued and able to contribute.

Holiday entitlement: 27 days increasing annually, increasing to 29 days after 5 years service, to a maximum of 33 days after 10 years service plus bank holidays

NHS pension scheme

hannah.smith6@wales.nhs.uk

Closing Date: Monday 12th February 2024

Date posted

01 February 2024

Pay scheme

Other

Salary

£10.90 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A1875-22-8002

Job locations

1 Wilson Road

Ely

Cardiff

CF5 4LJ

Lansdowne Surgery

Sanatorium Road

Cardiff

CF11 8DG

Job description

Job responsibilities

General Duties

Have a good knowledge and understanding of our repeat prescription procedures and be able to advise patients accordingly.

Registering new and temporary patients, including the data entry of any relevant information.

Process and action appropriately death notifications.

Action tasks set by clinicians via the clinical systems and email.

Action all incoming and outgoing faxes and any emails received in to the practices generic email accounts.

Open and distribute practice post as instructed and process any outgoing mail as needed.

Scanning of patient related documentation and attaching scanned documents to patients healthcare records, this includes mail received electronically via WCCG.

To receive incoming and initiate outgoing telephone calls dealing with all queries as they arise in a timely manner.

Administrator Duties

Ensure that repeat prescription requests from patients, nursing homes and pharmacies are done accurately and efficiently following our protocols.

To provide an efficient audio, copy typing and word processing service for all GPs as required. This includes typing of letters, reports, patient referrals and minutes, using Lexacom and WCCG.

Deal with requests for information e.g SARS, copies of medical records, insurance, solicitors, DVLA, Jobcentre forms including the receipt of fees for such reports.

Process all completed medical reports / forms including attaching invoices and ensuring payment is going to the correct person etc.

Deal with GP Links including the amendment and deduction of patients records, GP to GP incoming records, online prescriptions and allocating out of hours reports and test results.

Process our internal electronic workflow system and deal with any queries as they arise.

Read coding medical data and inputting confidential information into clinical system and computerised medical record of patient.

Carry out system searches and complete audits as required.

Manage all administrative queries as necessary

Reception Duties

Answering incoming phone calls, dealing with the patient requests appropriately or transferring them to other team members as required.

Greet all patients and visitors to the practice in a polite and friendly manner, signing them in and directing them as needed.

Process requests for appointments of all types, including telephone advice and house calls and book appointments in line with our practice policies, utilising the practice systems.

Signpost/recommend and refer patients to the correct services.

Initiate contact with external agencies as requested e.g. referrals to district nurses.

Monitor the practice appointment system, keeping any patients waiting updated if doctors are running late etc.

Monitor the wellbeing of patients in the waiting room, including being able to recognise anyone that may require more urgent attention and bring them to the attention of the relevant clinician.

Take messages as needed for all other staff members, passing them on using the appropriate messaging tool and ensuring message is received accordingly.

Receive deliveries from third parties ensuring that relevant staff members are advised promptly, stock is put away and stored correctly and any relevant paperwork is passed to the appropriate person.

Ensure all appropriate paperwork/forms are completed and readily available for the smooth running of clinics.

Handle and give out any paperwork to patients as needed including registration forms and change of address forms, ensuring that all paperwork is completed correctly and passed to the relevant people for processing.

Process all DNA letters in accordance with our practice protocols.

Process our internal electronic workflow system and deal with any queries as they arise.

Advise patients of any relevant charges for private services, including handling of monies received and issuing receipts.

Access patient tests results, ensuring protocols are followed when giving out results.

Complete opening and closing procedures in accordance with the duty rota, including diverting telephones to out of hours when required, following our protocols.

Order and monitor stationary/medical supplies, including ensuring there is enough stock in each of the consulting rooms.

Other Duties

Leave desks/areas tidy at the end of each day.

Maintain the Health and Safety of all staff, patients and visitors.

Ensure confidentiality at all times.

Ensure that the building is secure at all times.

Comply and familiarise yourself with the Practices policies and procedures.

Ensure all telephone calls are answered promptly in line with our practice protocols and current care standards.

Carry out any other duties as reasonably requested by the Doctors, Practice Manager, Deputy Practice Manager, office Manager or Reception Manager.

To provide cover for members of the team during periods of sickness and annual leave.