Reception Care Co-Ordinator

Job description

Job responsibilities

The following are the core responsibilities of the reception care coordinator. On occasion, a requirement to carry out other tasks; this will be dependent on factors such as workload/staffing levels:

a. Meet, greet and welcome all patients and visitors, ensure checked in

b. Process and monitor the practice appointment system

c. Answer incoming phone calls promptly, transferring calls and handling callers requests appropriately and timely

d. Confirm patients contact details, check mobiles and address is in catchment area

e. Record data on SystmOne Clinical System and other approved templates

f. Input data into the patients healthcare records as necessary

g. Process repeat prescriptions, ensuring they are processed accurately and efficiently

h. Scanning of patient related documentation, attaching to patients healthcare records

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

j. Photocopy documentation and medical records as required

k. Support all administrative staff, providing cover during staff absences.

l. Support all clinical staff with general tasks as requested.

m. Respond to, patients, team members and external agency requests

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

o. Monitor security/CCTV maintain the reception and waiting areas + notice boards

p. Signpost patients to the correct service, manage all queries efficiently

The successful candidate may also be required to carry out additional tasks which may include:

1. Organising Weekly Staff Rota to ensure adequate staffing levels to cover sessions
2. Arranging overtime as required, covering staff annual leave, unplanned absence (especially lunch cover and early and late sessions) + and any additional clinics such as Flu + Covid vaccination clinics + extended hours- maintain fairness with Saturday clinics.
3. Organising the 7th week rolling rota for the clinical system, whilst checking GP and Nurse holidays, Study leave, and Tutorials are recorded and blocked appropriately
4. Check and maintain the desk diary for expected visitors
5. Monitor the cleaners log in and out times, reporting absences, issues and stock requirements, sending the audit monthly

In the managers absence the applicant may be required to:

1. Handle patient complaints, acknowledge the complaint has been received in writing, commence a Significant Event with staff involvement to investigate matter
2. Deal with staff issues, implement temporary measures pending management return
3. Manage any H&S concerns, report building issues to the landlord/maintenance company

Hours of work will include:

Sessions are worked over 4 days as follows:-

24 -28 hours minimum per weekto be discussed at interview + overtime as required

Monday DAY OFF

Tuesday Morning 08.30 - 13.00 (4.5 hours)

Wednesday Afternoon 13.00 - 18.30 (5.5 hours)

Thursday All Day 08.00 - 13.00 & 14.00 - 18.00 (9 hours)

Friday Morning 08.00 - 13.00 (5.0 hours)

Flexibility with working hours/reception or admin sessions to maintain the smooth running of the practice and safe working is required,adhoc overtime and additional vaccination sessions will be required of all candidates.

If you have not heard from us within 2 weeks from the closing date you have not been successful

Person Specification

Qualifications

Essential

• Good Standard of English language

Desirable

• Educated to GCSE level or equivalent
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Experience

Essential

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

Desirable

• Experience of working in a health care setting

Employer details

Employer name

Stoneham Lane Surgery

Address

City Gateway

Parkville Road

Southampton

Hampshire

SO16 2JA

Employer's website

https://www.stonehamlanesurgery.co.uk/ (Opens in a new tab)