Job description

Job responsibilities

The duties and responsibilities to be undertaken by members of the Patient Services team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Patient Services Manager, dependent on current and evolving Practice workload and staffing levels:

The following are core responsibilities:

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for appointments.
• Contact patients to book follow-up care/appointments (including appointment for family planning and minor surgery) and pass on messages from other members of the practice
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
• Signpost patients to the correct service.
• Initiating contact with and responding to, requests from patients, team members and external agencies.
• Clinically code data on EMIS.
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into patients healthcare records as necessary.
• Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team.
• Manage all queries as necessary in an efficient manner.
• Maintain a clean, tidy, effective working area at all times.
• Support all clinical staff with general tasks as requested.
• Complete opening and closing procedures.

In addition to the core responsibilities, the Patient Services Advisor may be requested to:

• As required support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
• Support with induction and ongoing training of new staff.
• Support administrative staff, providing cover during staff absences.
• Action incoming emails and correspondence as necessary.
• Book/arranging minor op appointments and sending relevant information to patients.
• Collate and send back information on patients that were registered temporarily at the practice.
• Scan patient related documentation and attach scanned documents to patients healthcare records.
• Monitor and order practice stationery supplies including registration and prescription forms .
• Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room.
• Partake in audit as directed by the audit lead

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths or equivalent

Experience

Essential

• Excellent communications skills, oral and written
• Excellent Customer Service skills

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

Churchmere Medical Group

Address

Trimpley Street

Ellesmere

Shropshire

SY12 0DB

United Kingdom

Employer's website

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

Job description

Job responsibilities

Key Responsibilities

• Process all incoming and outgoing correspondence, including hospital letters and clinical documentation.
• Scan, attach and accurately code documents within patient healthcare records.
• Manage clinical correspondence received from hospitals and other healthcare providers.
• Process referrals to secondary care and external agencies.
• Input and maintain patient information on the clinical system.
• Process incoming test results and out-of-hours reports, ensuring they are directed to the appropriate clinician.
• Handle Subject Access Requests (SARs), insurance reports, solicitor letters and DVLA forms.
• Answer telephone calls and respond to administrative queries professionally and efficiently.
• Liaise with hospitals, community services and other healthcare organisations.
• Type letters, reports and associated documents as required.
• Carry out system searches and produce reports when requested.
• Provide general administrative and IT support to practice staff.
• Take minutes at meetings when required.
• Maintain accurate records and ensure compliance with practice procedures and confidentiality requirements.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent.
• GCSE English Grade C4 or above.
• Previous administrative experience.
• Experience working within a healthcare setting.
• Excellent written and verbal communication skills.
• Strong attention to detail and organisational skills.
• Good IT skills and confidence using computer systems.
• Ability to work independently and as part of a team.
• Commitment to maintaining strict confidentiality.
• Flexibility to work across both Ellesmere and Whitchurch sites.

Desirable

• Experience using EMIS Web and Docman.
• Proficiency in Microsoft Office and Outlook.
• Strong planning, prioritisation and time management skills.
• Previous experience in a medical secretary, clinical correspondence or healthcare administration role.

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

Churchmere Medical Group

Address

Trimpley Street

Ellesmere

Shropshire

SY12 0DB

United Kingdom

Employer's website

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