About this role
Job summary
This is a 12-month fixed-term maternity cover position, working 30 hours per week. The role supports four Practice sites, with the working pattern and main/base site to be agreed with the successful applicant. Some flexibility to work at other Practice sites will be required when needed.
The Administrator/Receptionist will provide high-quality administrative and reception support to the Practice, with a particular focus on patient registrations, accurate record keeping and general administrative duties.
The role involves regular communication with patients, colleagues and external organisations by telephone, face-to-face, email and other electronic methods. The postholder will also support reception services, including managing patient enquiries, appointments and home visit requests, contacting patients on behalf of the clinical team and helping patients access appropriate Practice and wider healthcare services.
The successful candidate will need to be highly organised, computer literate and accurate, with excellent written and verbal communication skills and a professional, patient-focused approach.
Main duties of the job
This is a varied administrative and patient-facing role supporting the day-to-day running of a busy GP Practice. A key focus will be processing patient registrations, maintaining accurate patient information and completing a range of administrative tasks.
You will also communicate regularly with patients by telephone, email and face-to-face, respond to enquiries and provide reception support when required. The role involves using a number of computer systems, so you will need to be confident with IT, well organised and accurate, with excellent written and verbal communication skills.
We are looking for someone who is professional, approachable and able to manage a varied workload while providing a high standard of service to our patients and Practice team.
About us
We are an established training Practice committed to delivering high-quality patient care through a diverse and skilled team, working together to meet the needs of our practice population.
We offer a supportive and nurturing working environment and are committed to the learning and development of all our staff. We embrace best practice and innovative technologies to continually improve our services and the experience of our patients.
You will be joining a friendly and supportive team where your contribution will be valued, your skills respected and your development encouraged.
*** PLEASE NOTE INTERVIEWS ARE SCHEDULED TO TAKE PLACE ON TUESDAY 29TH SEPTEMBER ***
Job description Job responsibilities
Patient Registration & Administration
Process new patient registrations accurately and within agreed Practice timescales. Check registration information for completeness and accuracy and follow up missing or unclear information where required. Enter and update patient demographic and registration information accurately on Practice clinical and administrative systems. Maintain accurate and up-to-date patient records, ensuring information is recorded in the appropriate place. Process changes to patient details and other registration-related administration. Communicate with patients by telephone, email, text and other approved electronic methods regarding registration and administrative queries. Monitor and respond to relevant Practice email inboxes, ensuring correspondence is dealt with professionally and within appropriate timescales. Use Microsoft Office applications, including Outlook, Word and Excel, confidently as part of day-to-day duties. Accurately input, update, collate and retrieve information using spreadsheets and Practice systems. Prioritise and organise own administrative workload, escalating queries or issues appropriately. Provide administrative support to the wider Practice team as required.
Reception
Receive and welcome patients and liaise with members of the Practice team. Deal with telephone, face-to-face and electronic enquiries and direct patients to the appropriate service or member of the Practice team. Take accurate messages and ensure information is passed to the appropriate person promptly. Initiate contact with and respond to requests from patients, colleagues and associated healthcare agencies and providers. Communicate clearly, professionally and sensitively with patients, including where patients may be anxious, frustrated or have difficulty understanding information. Maintain a professional approach to all written and verbal communication.
General Administration
Process and distribute paper and electronic correspondence received by the Practice. Process outgoing mail, including maintaining appropriate records. Undertake computer data entry, data allocation and collation, processing and recording information in accordance with Practice procedures. Provide clerical assistance to Practice staff as required, including word/data processing, filing, photocopying and scanning. Provide an efficient word-processing service for GPs and health professionals as required, including typing letters and patient referrals accurately. Establish and maintain filing and administrative systems so that written and electronic information is easily accessible and secure. File patient records and correspondence appropriately within patient medical records. Assist with gathering information for QOF, audits and Enhanced Services when required.
Undertake administrative tasks relating to patient records and document management. Provide cover for members of the team during periods of sickness and annual leave. Undertake statutory and mandatory training as required. Perform any other relevant and reasonable duties requested by the Practice Manager, Business Support Manager or Partners.
Patient Records & Practice Systems
Scan patient-related documents onto the appropriate medical record, applying appropriate clinical codes in accordance with Practice procedures and guidance.
Record relevant information regarding the source of documents and ensure information is accurately recorded within the patient record. Forward documents to the appropriate clinician or member of the Practice team for review or action. Ensure incoming correspondence is scanned and processed within agreed Practice timescales. Ensure internal paper documents are added to the correct patient record and subsequently stored or disposed of in accordance with Practice procedures. Book, amend and cancel appointments and recalls, ensuring sufficient and accurate information is recorded. Monitor the effectiveness of appointment systems and report any problems or required changes. Process home visit requests, ensuring all relevant information is accurately recorded and passed to the appropriate person. Retrieve, maintain and file patient records and ensure correspondence, reports, results and other information are recorded against the correct patient. Ensure patient records are maintained accurately and appropriately in accordance with Practice procedures. Process repeat prescriptions in accordance with Practice guidelines.
Consultation Room Preparations
Clear and re-stock consulting rooms as required. Prepare consulting rooms in readiness for each clinical session. Check consulting rooms at the end of each session, ensuring they are left tidy, appropriately stocked and secure.
Person Specification
Qualifications Essential
GCSE English & Maths 9 - 3 NVQ level 2 or equivalent business/admin or customer service experience
Desirable
NVQ Level 3 Business/admin
Experience Essential
Previous experience in an administrative, reception or customer service role. Experience of using computerised systems and accurate data entry. Good IT skills, including Microsoft Outlook, Word and Excel. Excellent written and verbal communication skills.
Desirable
Previous experience working in a GP Practice or healthcare environment. Experience of using EMIS, AccuRx or other primary care 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.
Employer details Employer name Coventry North Primary Care Network
Address Doctors Surgery
163 Birmingham Road
Allesley
COVENTRY
CV5 9BD
United Kingdom
Employer's website https://www.parkleysmedicalpractice.co.uk/ (Opens in a new tab)