Clinic Co-ordinator

2 weeks ago

Bristol, United Kingdom Montpelier Health Centre Full time

**Job Summary**:
The post holder will be responsible for organising a wide range of clinics across Montpelier Health Centre (MHC). This will include the setting up clinics on the patient administration system (EMIS) in line with agreed rotas and timetables, and the coordination of staffing and room resource for optimum utilisation.

The post holder will produce rotas and timetables for all relevant clinical activity, including sourcing additional clinical staff when required.

The post holder will support the Practice Manager in the monitoring and compliance of Practice performance against national targets and standards associated with clinic appointments.

**Job responsibility**

The main duties and responsibilities are as follows:

- To provide accurate and timely rotas and cover forecasts for all clinical staff working across Montpelier Health Centre. Ensuring daily Duty Dr cover is sufficient. Highlight shortfalls to Practice Manager (Ops Group in their absence) for resolution.
- To be responsible for communicating future rotas and any changes to rotas to all relevant parties.
- To manage the rotas on a day-to-day basis, ensuring cover is provided in the event of sickness and other absence and appropriately deploying staff as necessary.
- To act as a central point of contact for rota and clinical template queries.
- To ensure unresolved rota issues are escalated appropriately to the Practice Manager.
- Create and maintain clinic schedules for all Montpelier Health Clinicians on EMIS system to agreed timescales (e.g. 6 weeks ahead). Includes cancellation of clinics and alteration of appointment slots as and when required.
- Create and maintain clinic schedules for relevant PCN staff and community practitioners (e.g. BDP) on EMIS system.
- Monitor Clinical Absence mailbox and cascade to relevant parties. Update EMIS system with Clinician out of office.
- Live management of the EMIS appointment book and reacting to needs.
- Escalate capacity or other clinic schedule issues to the Practice Manager. Providing relevant clinic slot information.
- Support Reception Manager to communicate changes to clinics and appointments to patients, often at short notice, when required.
- Produce monthly reports for the Practice Manager detailing GP Partner additional hours worked and confirming all hours provided by staff on GP Retainer Scheme.
- Set up systems for new staff as requested, including EMIS profiles, associating SmartCards with MHC EMIS and assist staff to access AccuRx system.
- Support staff with ad-hoc SmartCard queries.
- Facilitate inductions for all clinical locums and agency staff. Ensuring all relevant paperwork is received and recorded on checklist, relevant systems are set up with logins, acting as point of contact on first day and providing a building familiarity walkaround.
- Following agreed parameters, process requests for annual and study leave from relevant clinical staff. Track and maintain live record of all TOIL and additional sessions worked by the clinical team. Escalating any concerns or issues to the Practice Manager.
- Coordinate staffing and room resource for clinics and any additional ad hoc clinical activity. Ensure room bookings are co-ordinated to enable clinics to take place in appropriate rooms. Liaison with other tenants at MHC site. Report any clinic room issues to relevant provider (e.g. IT and NHSPS).
- Act as point of contact for private room bookings and ensure all relevant parties are informed.
- Once approved, arrange locum GP, ANP and Nursing cover including liaising with locums and appropriate agencies.
- Cross reference locum/agency timesheets and invoices to approve for payment.
- Provide ad-hoc resource and capacity reports as requested by Management / Partner team.
- Contribute to the on-going review and improvement of Practice processes; identifying issues and assisting with finding and implementing appropriate solutions to improve efficiency.
- Contribute to the development of digital processes within the practice.
- Attend and contribute to various Practice meetings as appropriate.
- Act as support and cross cover for the wider Operations Team as required.

**Confidentiality**:

- In the course of 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 Practice may only be divulged to auth

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