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Healthcare Administrative Coordinator

2 months ago

London, Greater London, United Kingdom Suttons Wharf Health Centre Full time

Position Overview

The primary objective of this role is to:

Provide comprehensive support to the healthcare team while ensuring a welcoming and professional atmosphere for patients and visitors, whether in person or through telecommunication.

Utilize medical information systems, particularly EMIS, along with other IT platforms as instructed by the healthcare facility, including online training resources and internal communication tools.

Assist and guide patients in navigating the appropriate services or healthcare professionals in a respectful, efficient, and effective manner.

Perform a range of administrative tasks to facilitate the seamless operation of the healthcare facility, including offering secretarial and clerical assistance to clinical personnel and other team members.

Enhance communication between patients, the primary healthcare team, secondary care providers, and other relevant healthcare organizations. This will involve leveraging IT systems for effective information exchange.

Engage in the registration process for new patients and manage patient records to ensure the efficient operation of the medical records system using various IT tools.

Encourage patients to utilize technology for accessing services.

Participate in patient outreach initiatives to schedule appropriate appointments.

Engage in training programs at both the healthcare facility and network levels.

Key Responsibilities:

The responsibilities assigned to members of the healthcare administration team may encompass any or all of the following tasks. Responsibilities may be adjusted periodically under the guidance of the Reception Supervisor/Operations Manager, based on the current workload and staffing requirements:

  • Opening and securing the healthcare facility premises while adhering to established security protocols.
  • Monitoring and managing the appointment scheduling system.
  • Handling personal and telephonic requests for appointments, visits, and consultations, ensuring callers are directed to the appropriate healthcare professional following established procedures.
  • Processing and distributing incoming and outgoing correspondence and electronic communications.
  • Taking messages and relaying information as necessary.
  • Organizing and retrieving documentation.
  • Managing repeat prescription requests in accordance with facility guidelines.
  • Entering and organizing data on computer systems; processing and recording information in line with established procedures.
  • Promoting a positive representation of the healthcare facility at all times.
  • Initiating and responding to inquiries from patients, team members, and associated healthcare providers.
  • Preparing and restocking consultation rooms as needed.
  • Providing clerical support to healthcare staff, including data entry, filing, photocopying, and scanning.
  • Processing electronic referrals in accordance with facility protocols.
  • Ordering and monitoring office supplies and materials.
  • Managing clinical waste appropriately.
  • Maintaining a tidy reception area, including notice boards and informational displays.

Confidentiality:

  • In the course of providing care, patients share sensitive information regarding their health and personal matters. They expect that staff will respect their privacy and handle information appropriately.
  • In performing the duties outlined in this job description, the post-holder may have access to confidential information related to patients, their caregivers, healthcare staff, and other professionals. All such information must be treated as strictly confidential.
  • Information regarding patients, caregivers, colleagues, or the healthcare facility's operations may only be disclosed to authorized individuals in accordance with established confidentiality policies and procedures.

Health & Safety:

The post-holder will assist in promoting and maintaining health, safety, and security for themselves and others, as defined in the facility's health and safety policies and procedures. This includes:

  • Utilizing personal security measures within the workplace according to established guidelines.
  • Identifying risks associated with work activities and managing those risks effectively.
  • Making effective use of training to enhance knowledge and skills.
  • Implementing appropriate infection control measures and maintaining a clean and safe work environment.
  • Reporting health and safety hazards and infection risks immediately upon recognition.
  • Keeping work areas and patient areas clean and organized, in line with the responsibilities of the role.
  • Participating in periodic infection control training.
  • Reporting identified potential risks promptly.

Equality and Diversity:

The post-holder will support the principles of equality, diversity, and the rights of patients, caregivers, and colleagues, which includes:

  • Acting in a manner that acknowledges the importance of individual rights, interpreting them in accordance with facility policies and current legislation.
  • Respecting the privacy, dignity, needs, and beliefs of patients, caregivers, and colleagues.
  • Behaving in a welcoming, non-judgmental manner that respects the circumstances, feelings, priorities, and rights of individuals.

Personal/Professional Development:

The post-holder will engage in any training programs implemented by the healthcare facility as part of their employment, which includes:

  • Participating in an annual performance review, taking responsibility for maintaining a record of personal and professional development.
  • Taking ownership of their development, learning, and performance, and demonstrating skills to others in similar roles.
  • Leading specific areas of work as required.

Quality Assurance:

The post-holder will strive to maintain high-quality standards within the healthcare facility by:

  • Alerting team members to quality and risk issues.
  • Assessing their own performance and taking accountability for their actions.
  • Contributing to team effectiveness by reflecting on activities and suggesting improvements.
  • Collaborating effectively with individuals from other organizations to meet patient needs.
  • Managing their time, workload, and resources efficiently.

Communication:

The post-holder should recognize the significance of effective communication within the team and will strive to:

  • Communicate effectively with team members.
  • Engage in clear communication with patients and caregivers.
  • Recognize the need for alternative communication methods and respond appropriately.

Service Implementation:

The post-holder will:

  • Apply facility policies, standards, and guidelines.
  • Discuss with team members how these policies will impact their work.
  • Participate in audits as appropriate.

Qualifications:

Essential:

  • GCSE or equivalent in English and Maths.
  • NVQ Level 2 in Health and Social Care.

Desirable:

  • NVQ Level 3.
  • EMIS training and proficiency in MS Office and email clients.

Experience:

Essential:

  • Experience working in a General Practice setting.

Desirable:

  • Experience managing IT issues in a healthcare environment.