Appointment & Office Co-ordinator

6 months ago


Malvern, United Kingdom Whiteacres Medical Centre Full time

WHITEACRES MEDICAL CENTRE

**Appointments & Office Co-ordinator**

**Job title**: Appointments & Office Co-ordinator

**Work location**: Whiteacres Medical Centre, Malvern

**Hours of work: full time -37 hrs**

**Responsible to**: The Practice Manager

**Job Summary**: **Primary Responsibilities**: The following are the core responsibilities of the

Appointments/Admin Office Co-ordinator, there may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

To be responsible for the set-up of clinical sessions for the practice’s appointment system and ensure that there are sufficient patient appointments to provide an excellent Primary Care Service.

To be responsible for ensuring that the Admin Team carry out tasks as prioritised by the Operations Team in a timely and efficient manner.

**Clinical Appointments**
- To set up GP appointments ensuring that they on the clinical system for patients booking 4-6 weeks ahead with the required minimum number of GPs and appointments required.
- Ensure the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms.
- Record Drs annual leave on the clinical system (EMIS) and the annual leave recording system

(intradoc). This will be taken into account when setting up the appointment schedules.
- Ensure that all clinician meetings are recorded on EMIS and Intradoc.
- To manage GP locum cover - source & book GP locums, check & ensure Locums have appropriate

/valid insurance & GMC Registration. Keep and maintain accurate record of dates of cover, by whom & their relevant paperwork.
- Set up week templates on EMIS for GP Registrars/Trainees in a timely manner, liaising with the appropriate supervising GP.
- Liaise with the Deputy Practice Manager and report any issues that may arise regarding the appointment system.

**Administration**
- As an integral member of the admin team you will be required to work in the main office co
- ordinating work streams, tasks and campaigns as identified and prioritised via the operations management Team, liaising with the appropriate Manager/GP regarding targets/deadlines and requirements of the task/project.
- Ensure that administrative systems are running smoothly and recommend any necessary improvements.
- To promote teamwork and cooperation and good communication between all staff.
- To support the streamlining of administration tasks to continue to improve the efficiency of the

Primary Care Service provided to patients.

1
Appointments/Office Coordinator

WHITEACRES MEDICAL CENTRE
- To monitor the telephony system and ensure that calls are answered in a timely manner.
- Liaise with the staff rota supervisor regarding resources required for specific projects e.g. recording of covid vaccinations on the pinnacle system/ sending out letters for clinical campaigns.
- In the absence of the staff rota supervisor, step in to deal with any issues that may arise eg staff absences and the re-allocation of resource that is required to meet an urgent deadline by the admin team.
- Support new staff and GP inductions liaising with Deputy Practice Manager/Practice Manager.

**Health & Safety**
- Assist in promoting and maintaining your own and others’ health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to the Practice Manager

**Confidentiality**
- Ensure patient and Practice information is always kept confidential and secure, in accordance with the Information Security and Confidentiality protocols.

**Performance/Professional Development**
- To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice.
- To participate in regular appraisal meetings.
- To participate in regular team meetings when required.

**Equality & Diversity**
- To support the equality, diversity and rights of patients, carers and colleagues according to Practice protocol.

**Working with Patients**
- To work in partnership with our patients to help them achieve better health outcomes.
- To offer a polite, friendly and efficient level of customer service to all our patients.

**Dignity and Respect**
- To treat patients, colleagues and visitors with dignity and respect at all times.

**Feedback**
- To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the

Practice Manager.

**CQC**
- To work within the guidelines set by CQC to ensure that the Practice is safe, efficient and provides the best possible care for patients.
- To offer suggestions to the Practice Manager on how we can improve, progress and develop processes.

2
Appointments/Office Coordinator

WHITEACRES MEDICAL CENTRE

**Communication**
- Communicate effectively, promptly


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