Senior Healthcare Coordinator inBradford inBradford PUBLISHED TUE 31 DEC 2024

Line management of the Reception Team and work in reception to undertake all relevant duties to contribute to its operations.

To provide a high quality service to patients, doctors and other members of the Primary Health Care Team.

To contribute to the maintenance of patient confidentiality at all times, inside and outside the Practice.

Please be aware that we will be reviewing candidates on an ongoing basis and therefore may close the advert early. We recommend that potential candidates apply as soon as possible.

Manage safeguarding concerns appropriate to your role and level of training.

Day to day running of the Reception/Admin function in order to provide a first-class service to patients and visitors.

Line management of the Healthcare Coordinators including regular team meeting, 1-2-1s and performance reviews.

Carry out appraisals of the Reception Team and make recommendations on employee performance.

To deliver new staff induction programme and provide and organise full training for new staff.

Manage staff absence in the first instance.

Manage any difficult situations that may arise in addition to supporting staff that may require help or advice.

Managing reception staff rotas and arranging staff cover. Looking at any gaps in the rotas to cover the reception team and arrange appropriate cover.

Authorise and keep an accurate and up to date record of receptionists annual leave and sick leave.

Assist in the management annual leave requests non-clinical. Maintaining maximum and minimum cover levels

Involvement in hiring of reception staff in conjunction with the practice manager.

Ensure the smooth running of the reception area and review regularly progress of the clinics.

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Ensure that all surgeries and clinical rooms are prepared for use on a daily basis and that all such rooms, as well as Patient Waiting Areas, are maintained to the highest of standards in terms of tidiness and organisation.

General office administration to include typing, photocopying, faxing. Any other duties that you may be asked to perform, which are appropriate to the post.

Managing unassigned clinical and non-clinical tasks. Weekly monitoring of unassigned tasks, making sure all tasks are dealt with and actioned in a timely manner.

Responsible for referrals. Monitoring the Choose and Book system for errors and actions for outgoing referrals. Making sure all electronic/paper referrals are kept up to date with any changes.

Managing the appointment system. Adding all clinical and non-clinical rotas to SystmOne, this is updated on a monthly basis or as and when there is a change to the system i.e. GP sickness.

Responsible for medical records. Ensure that all records are accurately maintained, including the input of clinical data and scanning of documents to the clinical system.

Overseeing the read coding and summarising system of all incoming letters for patients. Including NHS Mail unplanned admissions.

Management of repeat prescribing. Ensure that all staff are trained and competent in dealing with repeat prescribing. To action any electronic patient requests.

Processing solicitor report requests.

Act as a point of reference for internal telephone queries, taking appropriate action personally or redirecting as necessary.

Produce reports and letters in accordance with service guidelines.

Issue repeat prescriptions and deal with prescription queries

Carry out general administrative and clerical functions including photocopying, filing and faxing as required.

Process the client referral system and associated paperwork in accordance with Bevan Healthcare systems.

Maintain effective and efficient systems and office procedures including adequate supplies of forms/leaflets and stationery requirements.

Maintain effective diary management as required by management.

Process incoming/outgoing post, taking appropriate action as necessary.

Maintain an efficient filing and records system, encompassing medical secretarial services.

Collate data information and prepare returns appropriate to grade as required by management.

Receive all SAS new patient notifications.

Collate all information required regarding patients on the scheme.

Send out initial introductory letters to patients on the scheme

Regular audit of SAS list to identify people who have left without permission.

To review registrations and gather information from previous GP, placing alerts on systems regarding the Special Allocation Scheme.

To contact every new patient to explain the concept of the scheme; introduce how it works, hopes for how it would be used and progression off the scheme (as behavioral changes are evidenced)

Arrange appropriate security cover for appointments, if required.

Complete SAS submissions.

Responsible for patient registrations and deductions including EDI links. Making sure all registration packs are current and up to date with the correct patient information. Daily monitoring of the EDI links actioning registrations, deductions and changes to patient records included patient deaths

Responsible for medical records. Ensure that all records are accurately maintained, including the input of clinical data.

Assist in the management of user ID security levels, Smartcards and passwords.

Supporting Reception staff in their key duties. To work closely with the Reception/Admin team allocating daily tasks to team members and ensuring that main working areas are kept up to date.

Covering reception as and when required to cover sickness, annual leave and lunches.

Deal with more complex enquiries from patients in the absence of Practice Manager.

Minutes.

Ensure the smooth running of all clinical sessions.

Ensure that patient information is up to date.

Assisting the practice manager in patient complaints and following procedure including significant events.

First contact for complaints or concerns relevant to the running of reception/ appointments.

Collect ideas and put forward ideas for improvement.

Collecting and collating data for reports and audits. Utilise SystmOne to perform searches to extract patient data for the preparation of reports.

Maintain patients, staff and visitors safety and security within reception waiting areas.

Maintain the tidiness, safety and security of the patient waiting areas.

Maintain the tidiness of consulting rooms after use including ensuring correct disposal of clinical waste, restocking of stationary, clinical and other supplies.

Work safely at all times in accordance with legislative requirements and Practice Policy and Procedures.

Provide cover for colleagues on a rota basis for periods of annual leave, sickness or other leave.

Undertake relevant training and development opportunities to meet the changing needs of the role and improve personal skills.

Attend staff meetings and Practice learning times as necessary.

Open or secure building as required and ensure all security procedures are completed (Out of Hours telephone arrangements, securing prescriptions and records, switching on/off computers, securing doors/windows, setting/unsetting alarm, etc).

Undertake other duties and responsibilities commensurate with the grade of the position.

Maintain patients, staff and visitors safety and security within reception waiting areas.