Medical Office Coordinator

2 days ago

Altrincham, Trafford, United Kingdom Shay Lane Medical Centre Full time

About Us

Shay Lane Medical Centre is a leading healthcare provider dedicated to delivering exceptional patient care and service. Our team of healthcare professionals is committed to providing a proactive and high standard of healthcare to our registered patients, improving their physical health and mental wellbeing.

Job Summary

We are seeking a highly skilled and experienced Medical Office Coordinator to join our team. The successful candidate will be responsible for undertaking a wide range of reception duties and providing general support to our multidisciplinary team. Key responsibilities include:

  • Maintaining and monitoring the practice appointment system
  • Rescheduling clinics when instructed by the reception manager and/or practice manager
  • Processing personal, telephone, and e-requests for appointments
  • Answering incoming phone calls, transferring calls, or dealing with the caller's request appropriately
  • Signposting patients to the correct service
  • Initiating contact with and responding to requests from patients, team members, and external agencies
  • Coding clinical data in EMIS Web & Docman 10
  • Photocopying documentation as required
  • Data entry of new and temporary registrations and relevant patient information as required
  • Inputting data into the patient's healthcare records as necessary
  • Directing requests for information, SARs, insurance/solicitors letters, and DVLA forms to the administration team
  • Managing all queries as necessary in an efficient manner
  • Monitoring and acting on the reception and prescription email inboxes
  • Processing incoming repeat prescription requests and adhering to the practice's repeat prescription policy
  • Processing incoming new and repeat prescription requests and adhering to the practice's repeat prescription policy
  • Liaising with the practice pharmacist and doctors with prescription queries
  • Carrying out clinical system searches as requested
  • Carrying out phlebotomy and chronic disease annual review patient recalls
  • To be named administrative lead for at least one chronic disease register and be responsible for recalling and booking patient testing and annual reviews
  • Monitoring submitted urine samples and following the practice's urine sample protocol
  • Maintaining a clean, tidy, effective working area at all times
  • Monitoring and maintaining the reception area and noticeboards
  • Supporting all clinical staff with general tasks as requested
  • Monitoring and maintaining stationery stocks and reporting to the practice manager to order supplies
  • Partaking in audit as directed by the practice manager
  • Supporting administration staff, providing cover during staff absences
  • Scanning patient-related documentation and attaching scanned documents to patients' healthcare records
  • Completing opening and closing procedures in accordance with the duty rota
  • Providing administrative support to seasonal vaccination clinics

Person Specification

The ideal candidate will possess:

  • Excellent communication skills (written and verbal)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Microsoft Office and Outlook
  • Effective time management (planning and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem-solving and analytical skills
  • Ability to follow policy and procedure
  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

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