Job summary
Bounds Green Group Practice, a busy and well-establish GP Practice in Haringey, North London, is seeking an enthusiastic Care Coordinator/Medical Receptionist to join our friendly and supportive Medical Administration team. We are a short distance from Bounds Green tube station (Piccadilly line) and Bowes park station (Overground)
We have an excellent team of GPs and Nurses, a supportive Management Team and efficient administrative team. Our Practice list size is approximately 19,000 and we are proud to be a part of Haringeys North Central Primary Care Network, working closely with neighbouring Practices.
We are open to full time and part time applicants and can offer a range of shifts between Monday to Saturday.
Hours of work are negotiable but may involve a combination of early starts (8am) and late finishes (6:30pm).
What we offer
- A competitive salary
- Paid 30 minute lunch break per day
- NHS Pension scheme
- Paid DBS
- Starting with 20 days annual leave (plus bank holidays) increasing with service
- Free on-site car parking
- Supportive and welcoming team environment
- Full training and development opportunities
Main duties of the job
This is a varied, rewarding
position in a busy GP practice setting. The Care
Coordinator/Medical Receptionist will support the smooth running of the
practice by providing highquality administrative and reception services. This
includes greeting and assisting patients, managing queries, processing
appointments and prescriptions, maintaining accurate records, and liaising with
clinicians and external services to ensure the delivery of efficient, patientcentred
care. The role requires excellent communication skills, strong IT ability, and
a flexible, teamfocused approach.
About us
Bounds Green Group Practice is a vibrant, well established, forward-thinking serving a diverse population of approximately 19,000 patients in Haringey, North London. We provide various NHS community and primary care clinical services. Our dedicated team includes GPs, practice nurses, pharmacists, health care assistants, physiotherapists and administrative staff, all working together to go above and beyond in delivering exceptional patient care to a community we are proud to serve.
We foster a supportive, friendly, compassionate working environment, creating a space where everyone feels valued and staff are encouraged to share ideas and contribute to improving the way we work. Our ethos is patient-centred and we pride ourselves on a warm, compassionate approach combined with efficiency and professionalism.
Job description
Job responsibilities
Job description
Job responsibilities
The Care Coordinator/Medical Receptionist will be responsible for undertaking a wide range of customer services, administrative duties and the provision of administrative support to the multidisciplinary team.
- Main duties and responsibilities of the post
1. Reception and Admin duties.
- Greet all patients in a friendly, courteous and welcoming manner, whether face to face or by telephone.
- Undertake Admin tasks appropriate to the role, to ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required.
- the processing of information (electronic and hard copy) in a timely manner.
- Monitor and action incoming emails.
- Arrange the collection and dispatch of patients notes as required.
- Report faults to the software supplier and/or appropriate IT support desk, and track progress.
- Ensure accurate and efficient use of the computerised appointment system and monitor flow of patients into consulting and treatment rooms.
- Respond to requests from clinicians (e.g. for files, telephone calls, refreshments) in a timely and friendly manner.
- Typing letters, reports and associated documentation as required.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure procedures are completed by making up patient records and transferring details on to the computer.
- Respond to all queries and requests for assistance from patients and other visitors, ensuring that any urgent or serious medical problems are given priority.
- Enter requests for home visits on the computer system, stating time received and including all relevant information and where necessary refer to the Duty Doctor.
- Check that messages have been actioned, reminding doctors as appropriate and deal with requests for action received via the clinical system.
- Receive requests for prescriptions from patients, and deal with these in accord with the practice policy.
- Ensure Repeat Prescriptions and Queries are dealt with each morning.
- Ensure reception and waiting areas are kept neat and tidy.
2. Management of appointment systems.
- Book appointments and recalls taking note of the Practice policy for access to clinicians.
- Monitor effectiveness of the system and report any problems or variations required.
3. Management of medical records.
- Assist with the accurate input of data to the clinical and document management systems.
- Scanning of patient related documentation
- Arrange retrieval and re-filing of records as required. Ensure records are kept neat and tidy and in good repair.
- Inputting data into the patients healthcare records as necessary.
- Clinically coding data on EMIS.
- Ensure correspondence, reports, results etc. are opened promptly, date stamped and passed to the relevant staff.
4. Preparation of consulting rooms.
- Ensure that the consulting rooms are prepared in readiness for each consulting session, checking for the full range of forms and re-stocking as required.
- Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.
5. Operation of telephone system.
- Receive and make calls as required, answering the phone within the surgery policy. Divert calls and take messages as appropriate.
- Ensure that system is operational at the beginning of each day and switched over to night service at the end of each day.
6. Start and end of day procedures
- Open up premises at the start of day, deactivate the alarm and make all necessary preparation to receive patients.
- Secure premises at the end of day; ensure the building is secured, internal lights off and alarm activated.
- Be able to start at 8am and finish at 6.30 pm.
7. Special requirements of the post.
- An understanding, acceptance and adherence to the need for strict confidentiality.
- An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patients enquiries and requests.
- Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies.
- Excellent communication skills.
- Maintaining a clean, tidy, effective working area at all times.
- Ability to make a good cup of tea and coffee!
8. Any other delegated procedures appropriate to the post.
This job description covers the main duties that the post holder is expected to undertake. These duties may be revised from time to time.
This post is subject to a 3 month Probationary Period, receipt of 2 satisfactory References and a satisfactory Disclosure and Barring Service (DBS) check.
Job description
Job responsibilities
Job description
Job responsibilities
The Care Coordinator/Medical Receptionist will be responsible for undertaking a wide range of customer services, administrative duties and the provision of administrative support to the multidisciplinary team.
- Main duties and responsibilities of the post
1. Reception and Admin duties.
- Greet all patients in a friendly, courteous and welcoming manner, whether face to face or by telephone.
- Undertake Admin tasks appropriate to the role, to ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required.
- the processing of information (electronic and hard copy) in a timely manner.
- Monitor and action incoming emails.
- Arrange the collection and dispatch of patients notes as required.
- Report faults to the software supplier and/or appropriate IT support desk, and track progress.
- Ensure accurate and efficient use of the computerised appointment system and monitor flow of patients into consulting and treatment rooms.
- Respond to requests from clinicians (e.g. for files, telephone calls, refreshments) in a timely and friendly manner.
- Typing letters, reports and associated documentation as required.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure procedures are completed by making up patient records and transferring details on to the computer.
- Respond to all queries and requests for assistance from patients and other visitors, ensuring that any urgent or serious medical problems are given priority.
- Enter requests for home visits on the computer system, stating time received and including all relevant information and where necessary refer to the Duty Doctor.
- Check that messages have been actioned, reminding doctors as appropriate and deal with requests for action received via the clinical system.
- Receive requests for prescriptions from patients, and deal with these in accord with the practice policy.
- Ensure Repeat Prescriptions and Queries are dealt with each morning.
- Ensure reception and waiting areas are kept neat and tidy.
2. Management of appointment systems.
- Book appointments and recalls taking note of the Practice policy for access to clinicians.
- Monitor effectiveness of the system and report any problems or variations required.
3. Management of medical records.
- Assist with the accurate input of data to the clinical and document management systems.
- Scanning of patient related documentation
- Arrange retrieval and re-filing of records as required. Ensure records are kept neat and tidy and in good repair.
- Inputting data into the patients healthcare records as necessary.
- Clinically coding data on EMIS.
- Ensure correspondence, reports, results etc. are opened promptly, date stamped and passed to the relevant staff.
4. Preparation of consulting rooms.
- Ensure that the consulting rooms are prepared in readiness for each consulting session, checking for the full range of forms and re-stocking as required.
- Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.
5. Operation of telephone system.
- Receive and make calls as required, answering the phone within the surgery policy. Divert calls and take messages as appropriate.
- Ensure that system is operational at the beginning of each day and switched over to night service at the end of each day.
6. Start and end of day procedures
- Open up premises at the start of day, deactivate the alarm and make all necessary preparation to receive patients.
- Secure premises at the end of day; ensure the building is secured, internal lights off and alarm activated.
- Be able to start at 8am and finish at 6.30 pm.
7. Special requirements of the post.
- An understanding, acceptance and adherence to the need for strict confidentiality.
- An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patients enquiries and requests.
- Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies.
- Excellent communication skills.
- Maintaining a clean, tidy, effective working area at all times.
- Ability to make a good cup of tea and coffee!
8. Any other delegated procedures appropriate to the post.
This job description covers the main duties that the post holder is expected to undertake. These duties may be revised from time to time.
This post is subject to a 3 month Probationary Period, receipt of 2 satisfactory References and a satisfactory Disclosure and Barring Service (DBS) check.
Person Specification
Qualifications
Essential
- Qualifications Essential
- GCSEs (or equivalent qualifications/experience) at grade C/4 or above in English and Maths.
- Demonstrable numeracy and literacy skills (reading, writing, and spelling).
Desirable
- Desirable Criteria
- Experience
- Experience of working with EMIS (Clinical Software) and/or Docman.
- Experience of working with healthcare professionals.
- Previous experience in a GP practice or in primary care.
- Experience of working with a total triage system.
- Knowledge
- Knowledge of data protection legislation in a healthcare setting.
- Qualifications
- Keyboard/typing qualification.
- EMIS training certificate or equivalent system experience.
Person Specification
Qualifications
Essential
- Qualifications Essential
- GCSEs (or equivalent qualifications/experience) at grade C/4 or above in English and Maths.
- Demonstrable numeracy and literacy skills (reading, writing, and spelling).
Desirable
- Desirable Criteria
- Experience
- Experience of working with EMIS (Clinical Software) and/or Docman.
- Experience of working with healthcare professionals.
- Previous experience in a GP practice or in primary care.
- Experience of working with a total triage system.
- Knowledge
- Knowledge of data protection legislation in a healthcare setting.
- Qualifications
- Keyboard/typing qualification.
- EMIS training certificate or equivalent system experience.
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.
