About this role
Job summary
The Care Coordinator will provide high-quality administrative and patient support across a range of clinical services within The Middlewood Partnership. The role is integral to ensuring patients receive timely, efficient and compassionate support throughout their care journey.
Working closely with the Social Prescribing Team, Mental Health Team, Team BDP and Cancer Care services, the post holder will support a variety of patient pathways. This includes assisting patients with ADHD assessment documentation, supporting the administration of the Gold Standards Framework (GSF) for patients on cancer pathways, coordinating referrals and appointments, maintaining accurate clinical records, and providing comprehensive administrative support to multidisciplinary teams.
The post holder will act as a key point of contact for patients and clinicians, ensuring administrative processes are delivered efficiently and that patients receive a high standard of service. They will be organised, proactive, compassionate and able to manage a varied workload whilst maintaining confidentiality and working collaboratively across multiple services.
Main duties of the job
Please see attached job description for full details
Clinical Services Suppor
Provide comprehensive administrative support across the Social Prescribing Team, Mental Health Team, Team BDP and Cancer Care services.
Support clinicians and the wider multidisciplinary team with the day-to-day administration of patient pathways.
Act as a point of contact for patients, responding to enquiries in a professional, compassionate and timely manner.
Manage incoming and outgoing correspondence, telephone enquiries, emails and clinical documentation.
Maintain accurate electronic patient records using the Practice clinical system.
Coordinate and book appointments where appropriate, referrals, and follow-up communications as required.
Process referrals to internal and external services, ensuring documentation is complete and submitted within agreed timescales.
Prepare clinical correspondence, reports, spreadsheets and documentation as required.
Support the organisation of multidisciplinary team meetings, including preparing agendas, circulating papers and recording actions where appropriate.
Ensure administrative processes are completed in accordance with Practice policies, NHS guidance and service deadlines.
Assist patients with assessment questionnaires
Ensure paperwork is accurate, complete and processed promptly.
Maintain and update the Gold Standards Framework (GSF) register.
About us
The Middlewood Partnership is a GP Practice and Primary Care Network of 34,500 patients, established in April 2019. We operate from 4 sites across Bollington, Disley and Poynton and we are looking for an enthusiastic individual who shares our values and has the energy and skills contribute to shaping how we deliver care for the future, to join the Middlewood Partnership as a Care Coordinator.
Job description Job responsibilities
Please see attached for full job description
Clinical Services Support
Provide comprehensive administrative support across the Social Prescribing Team, Mental Health Team, Team BDP and Cancer Care services.
Support clinicians and the wider multidisciplinary team with the day-to-day administration of patient pathways.
Act as a point of contact for patients, responding to enquiries in a professional, compassionate and timely manner.
Manage incoming and outgoing correspondence, telephone enquiries, emails and clinical documentation.
Maintain accurate electronic patient records using the Practice clinical system.
Coordinate and book appointments where appropriate, referrals, and follow-up communications as required.
Process referrals to internal and external services, ensuring documentation is complete and submitted within agreed timescales.
Prepare clinical correspondence, reports, spreadsheets and documentation as required.
Support the organisation of multidisciplinary team meetings, including preparing agendas, circulating papers and recording actions where appropriate.
Ensure administrative processes are completed in accordance with Practice policies, NHS guidance and service deadlines.
Mental Health Support
Provide administrative support to the Mental Health Team.
Assist patients with the completion of ADHD assessment questionnaires and associated documentation.
Ensure ADHD referral paperwork is accurate, complete and processed promptly.
Liaise with patients, clinicians and external providers to facilitate smooth patient pathways.
Monitor outstanding actions and ensure referrals are progressed appropriately.
Social Prescribing and Team BDP Support
Provide day-to-day administrative support to the Social Prescribing Team and Team BDP.
Process referrals and maintain accurate patient records.
Support clinicians and Social Prescribers with patient administration and follow-up.
Assist in maintaining service activity records and reporting information.
Support the smooth operation of multidisciplinary services across the Practice.
Cancer Care Support
Provide administrative support for patients on cancer pathways.
Maintain and update the Gold Standards Framework (GSF) register.
Support the organisation and administration of GSF multidisciplinary meetings.
Prepare patient lists, meeting agendas and supporting documentation.
Record meeting outcomes and ensure agreed actions are completed.
Support communication between Primary Care, secondary care, community services and patients.
Monitor cancer pathway administration to ensure timely follow-up and continuity of care.
General Administration
Maintain accurate and confidential patient records.
Ensure data quality and accurate clinical coding where appropriate.
Produce reports and activity data as requested.
Support audits and quality improvement initiatives.
Manage workload effectively, prioritising competing demands.
Provide administrative support to other clinical services as required.
Safeguarding
All employees have a duty and a responsibility to protect adults at risk and to safeguard children. The post holder should have an understanding of the important role all staff have in fulfilling their responsibilities in relation to safeguarding.
Health & safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the Partnership infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to Partnership guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards.
Actively reporting health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
Undertaking periodic infection control training (minimum annually).
Reporting potential risks identified.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Confidentiality
While seeking treatment, patients entrust us with, or 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 Partnership 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.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Partnership procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Quality
The post-holder will strive to maintain quality within the Partnership, and will:
Actively participate in meetings with your line manager as appropriate, to review and take responsibility for personal/team performance, learning and development.
Contribute to the effectiveness of the team by reflecting on own and team activities, making suggestions on ways to improve and enhance team performance, and demonstrating skills and activities to others who are undertaking similar work.
Actively participate in the Partnerships appraisal scheme, including taking responsibility for maintaining a record of own personal and/or professional development.
Undertake training as required including mandatory and statutory training, core skills training and on-going developmental training.
Alert other team members to issues of quality and risk.
Work effectively with external agencies to meet patients needs.
Effectively manage own time, workload, and resources.
Provide a high standard of professional conduct.
Behave with integrity at all times, showing respect to others and to the organisation.
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Communication
The post-holder will recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Information Governance The Partnership is registered under the Data Protection Act 2018. The post holder will comply with the Data Protection Act and the Access to Health Records Act and with the Partnership policies regarding information governance at all times. You must not at any time use the personal data held by the practice for a purpose not described in the Register entry or disclose such data to a third party. If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact the Caldicott Guardian.
Guaranteed Interview Scheme
Applicants with a disability, who meet the minimum criteria for the job they are applying for, will be guaranteed an interview. Suitable candidates must indicate in their application that they wish their application to be considered under the scheme (if applicable)
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post holder commensurate with the position. The responsibilities may be amended, after discussion with the post holder, to take into account the development of both the post and the practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the effective running of the practice.
Person Specification
Skills Essential
Excellent communication and interpersonal skills Professional and compassionate approach Good problem-solving skills. Strong organisational skills Excellent attention to detail Ability to work independently and as part of a team. Ability to remain calm under pressure.
Experience Essential
Previous administrative experience. Experience of dealing with members of the public. Excellent IT skills, including Microsoft Office. Experience of handling confidential information. Excellent organisational skills. Ability to prioritise workload and meet deadlines.
Desirable
Experience working within Primary Care or the NHS. Experience using EMIS Web or other clinical systems Experience supporting multidisciplinary teams Understanding of Social Prescribing Knowledge of ADHD referral pathways Understanding of the Gold Standards Framework Experience supporting cancer or mental health services
Aptitude Essential
Patient-focused. Reliable and flexible. Positive attitude. High level of confidentiality and integrity. Able to build effective working relationships. Commitment to equality, diversity and inclusion. Willingness to learn and develop.
Qualifications Essential
Good standard of education including GCSE English and Mathematics (or equivalent). Excellent literacy and numeracy skills.
Desirable
NVQ Level 2 or 3 in Business Administration or equivalent. Relevant NHS or Primary Care training.
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.
Employer details Employer name The Middlewood Partnership
Address Bollington Medical Centre
Wellington Road
Bollington
SK10 5JH
United Kingdom
Employer's website https://middlewoodpartnership.co.uk/ (Opens in a new tab)