Job summary
Castlefields Health Centre is looking to recruit a new member to join our admin team as Clinic Planning and Emis Web Scheduler for 20 hours per week. Castlefields Health Centre is a busy surgery with over 15,000 patients. The successful candidate will map, plan and ensure accurately managed clinics are in place for our large clinical team.
Main duties of the job
Job Purpose:To plan, organise, and maintain GP, Nurse, Healthcare Assistant (HCA), and Clinical Pharmacist clinic schedules within EMIS Web. The post holder will ensure clinics are accurately set up, efficiently run, and aligned with practice needs. They will have particular responsibility for scheduling and filling specialist clinics, including baby clinics, coil clinics, minor surgery clinics, learning disability (LD) clinics, joint injection clinics, medical clinics, and pharmacist-led clinics. The role requires excellent organisational skills, strong communication with clinical and administrative teams, and the ability to understand how changes to one clinic template can impact others.
About us
Castlefields Health Centre is a friendly, supportive, high achieving, dynamic, well established & innovative 8 Partner PMS practice, committed to serving our population in an area of high deprivation. Along with five other Practices in the locality, we form part ofRuncorn PCN.
We provide a highly committed & caring service to our 14,900 patients & are looking to add to our already wonderful team by recruiting an enthusiastic and forward-thinking HCA
Castlefields Health Centrehas highly motivated teams including:
8 GP Partners
4 salaried GPs
3 ANPs (one specialising in the care of over 75s, one specialising in MH)
2 Clinical Pharmacists
3 Practice Nurses
HCAs/Assistant Practitioner
Practice Employed Counsellor
Community Matron
Experienced A&C teams and Receptionists
Occupying a lovely modern purpose-built building means we have space for a range of visiting community services including District Nurses, Midwives, Podiatry, Physio, Phlebotomists, SMI Nurse, Substance Misuse Team, Continence Team, Speech & Language, Paediatric Physio, Health Visitors, Health Engagement & Health Improvement Team.
We are a training Practice with 3 of our GP Partners being GP trainers. 2 of our GP Partners were once GP trainees at Castlefields Health Centre!
We have a strong team of people working at Castlefields with many who have been with us over 10 years; we value the loyalty and commitment of all our team in caring for our patients together.
Job description
Job responsibilities
Key Responsibilities
- Clinic Planning & Scheduling
- Create, update, and maintain GP, Nurse, HCA, and Clinical Pharmacist clinic templates in EMIS Web.
- Plan and schedule specialist clinics, including:
- Baby clinics
- Coil clinics
- Minor surgery clinics
- Learning disability (LD) clinics
- Joint injection clinics
- Medical clinics
- Pharmacist-led clinics (e.g., medication reviews, long-term condition management)
- Ensure clinic schedules reflect operational needs, clinical capacity, and patient demand.
- Map clinic availability in advance to support service planning and reduce appointment gaps.
- System & Template Management
- Understand and manage the knock-on effects of changes to clinic templates across the wider appointment system.
- Regularly review clinic templates for accuracy, efficiency, and compliance with service requirements.
- Maintain up-to-date records of clinic structures, including start/finish times, appointment types, and clinician availability.
- Communication & Coordination
- Liaise with GPs, Nurses, HCAs, Clinical Pharmacists, and administrative staff to confirm clinic schedules and changes.
- Provide timely updates on scheduling changes to the team.
- Work collaboratively to balance workload distribution and avoid appointment bottlenecks.
- Trend Monitoring & Reporting
- Monitor appointment utilisation and identify patterns in demand or capacity gaps.
- Provide recommendations to improve appointment availability and reduce waiting times.
- Flag recurring issues with templates or scheduling to management.
- Compliance & Best Practice
- Ensure scheduling processes comply with internal policies and operational procedures.
- Maintain clear documentation of clinic planning processes for continuity.
Job description
Job responsibilities
Key Responsibilities
- Clinic Planning & Scheduling
- Create, update, and maintain GP, Nurse, HCA, and Clinical Pharmacist clinic templates in EMIS Web.
- Plan and schedule specialist clinics, including:
- Baby clinics
- Coil clinics
- Minor surgery clinics
- Learning disability (LD) clinics
- Joint injection clinics
- Medical clinics
- Pharmacist-led clinics (e.g., medication reviews, long-term condition management)
- Ensure clinic schedules reflect operational needs, clinical capacity, and patient demand.
- Map clinic availability in advance to support service planning and reduce appointment gaps.
- System & Template Management
- Understand and manage the knock-on effects of changes to clinic templates across the wider appointment system.
- Regularly review clinic templates for accuracy, efficiency, and compliance with service requirements.
- Maintain up-to-date records of clinic structures, including start/finish times, appointment types, and clinician availability.
- Communication & Coordination
- Liaise with GPs, Nurses, HCAs, Clinical Pharmacists, and administrative staff to confirm clinic schedules and changes.
- Provide timely updates on scheduling changes to the team.
- Work collaboratively to balance workload distribution and avoid appointment bottlenecks.
- Trend Monitoring & Reporting
- Monitor appointment utilisation and identify patterns in demand or capacity gaps.
- Provide recommendations to improve appointment availability and reduce waiting times.
- Flag recurring issues with templates or scheduling to management.
- Compliance & Best Practice
- Ensure scheduling processes comply with internal policies and operational procedures.
- Maintain clear documentation of clinic planning processes for continuity.
Person Specification
Experience
Essential
- Excellent organisational skills and attention to detail.
- Strong communication skills able to clearly explain changes and liaise effectively across teams.
- Analytical mindset able to spot trends and make evidence-based recommendations.
- Proficient in EMIS Web (clinic template creation and management).
- Able to anticipate and understand the knock-on effects of scheduling changes.
- Proactive problem-solver with a flexible, adaptable approach.
- Experience working in a GP practice or healthcare administration role (preferred).
- Previous use of EMIS Web for scheduling or clinic template management.
- Understanding of primary care workflows and appointment systems.
Person Specification
Experience
Essential
- Excellent organisational skills and attention to detail.
- Strong communication skills able to clearly explain changes and liaise effectively across teams.
- Analytical mindset able to spot trends and make evidence-based recommendations.
- Proficient in EMIS Web (clinic template creation and management).
- Able to anticipate and understand the knock-on effects of scheduling changes.
- Proactive problem-solver with a flexible, adaptable approach.
- Experience working in a GP practice or healthcare administration role (preferred).
- Previous use of EMIS Web for scheduling or clinic template management.
- Understanding of primary care workflows and appointment systems.
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.
