Healthcare Administrative Coordinator

4 weeks ago

Chester, Cheshire, United Kingdom Boughton Health Centre Full time

Position Overview

Are you an organized, practical, and personable individual eager to join the Administrative Team of a progressive GP Surgery?

Boughton Health Centre is seeking a dedicated member for our Administrative team to support our growing workforce, offering a competitive salary and NHS pension.

The role is for up to Hours per week, scheduled Monday to Friday. While standard hours will be established post-interview, flexibility to adjust hours and cover for colleagues is essential.

This dynamic position demands a flexible mindset to deliver exceptional service at our welcoming and innovative GP Practice. We are in search of a collaborative team player with a positive outlook and a readiness to learn. Previous administrative experience is crucial, ideally within a healthcare environment, along with familiarity with EMIS Web and other Primary Care systems.

Key Responsibilities

We are looking for an enthusiastic Healthcare Administrative Coordinator who possesses a positive demeanor and a willingness to learn to assist us in delivering outstanding reception services.

While prior experience in a GP Surgery and knowledge of EMIS Web is beneficial, it is not mandatory, as comprehensive training will be provided for the right candidate who can showcase the following essential skills:

  • Exceptional customer service abilities
  • Proficient IT skills
  • Strong communication skills (both in-person and over the phone)
  • Capability to perform under pressure in a fast-paced setting.
  • Ability to manage and prioritize tasks effectively.

A brief overview of the primary responsibilities of the role includes:

  • Ensure a seamless and efficient reception service is offered to patients and visitors.
  • Facilitate full access to the practice through the front desk, telephone, and online consultations/booking.
  • Utilize the EMIS computer system to schedule patients into suitable clinics, optimizing clinical time and expertise while adhering to practice Access targets.
  • Guide patients to available external services.
  • Address all general inquiries, clarify procedures, schedule new and follow-up appointments, and relay messages, ensuring accuracy and timely delivery.

And more. Please refer to the attached job description for further details.

About Us

We are a large, well-established practice located in a vibrant community, offering excellent educational facilities and convenient access to major cities. Our supportive, high-performing practice operates from a modern, purpose-built GP facility, currently serving a practice population exceeding 13,000. We are part of a forward-thinking and collaborative Primary Care Network, delivering successful services, including ARRs roles and shared clinical services.

Core Responsibilities

The fundamental duties of the Healthcare Administrative Coordinator include assisting and directing patients in accessing the appropriate services or healthcare professionals in a courteous, efficient, and effective manner. Provide general support to the Practice team and maintain a positive and welcoming image to patients and visitors, whether in person or via telephone.

  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
  • Promote full access to the practice via the front desk, telephone, and online consultations/booking.
  • Use the EMIS computer system to book patients into appropriate clinics, maximizing clinical time and expertise by utilizing the appropriate dialogue to improve and maintain practice Access targets.
  • Direct patients to available external services.
  • Maintain strict confidentiality at all times.
  • Handle all general inquiries, clarify procedures, schedule new and follow-up appointments, and relay messages, ensuring accuracy and prompt delivery.
  • Adhere to practice protocols and procedures.
  • Open and sort mail in accordance with practice protocol.
  • Scan and manage all correspondence, reports, results, discharge letters, etc., promptly and accurately, using EMIS Web or DocMan 10.
  • Process repeat prescription requests either manually or electronically using the EMIS computer system.
  • Inform patients of relevant charges for private services, accept payments, and issue receipts accordingly.
  • Ensure that all new patients are registered onto the computer system promptly and accurately.
  • Follow Health and Safety Regulations as outlined by the Practice.
  • Attend regular staff and training meetings and contribute to these discussions.
  • Participate in an annual Appraisal Meeting with the Operations Manager, including a six-month progress review.
  • Take responsibility for maintaining a record of personal and professional development.
  • Be aware of the Practice Safeguarding protocols and responsibilities, attend regular training, and escalate any concerns to the management team.
  • Perform any other duties as delegated by the Clinical/Management team.

There may be occasions when additional tasks are required, depending on workload and staffing levels.

Experience Requirements

Essential

  • Experience working with the general public, preferably in a service-oriented environment.
  • Proficiency in using computers, with strong keyboard skills.

Desirable

  • Previous experience in general practice, primary care, or NHS settings.

Qualifications

Essential

  • GCSE English and Maths grade C or above (or equivalent level 2 qualification).

Desirable

  • Any qualifications in administrative work, such as typing, should be included in your application.

Knowledge Requirements

Desirable

  • Familiarity with EMIS Web Clinical System.
  • Knowledge of Docman10.
  • Understanding of General Practice operations.

Behavioral Traits

Essential

  • A friendly and approachable demeanor, demonstrating care and empathy.
  • The ability to work collaboratively as part of a busy team.
  • A conscientious approach with a commitment to working in an adaptable and flexible manner.
  • Willingness and ability to undertake any necessary training to perform the role effectively and safely.

Skills

Essential

  • Strong administrative and organizational skills, with the ability to prioritize tasks.
  • The ability to communicate clearly and effectively with a diverse range of individuals, both verbally and in writing.
  • Proficient IT skills.
  • Ability to work independently to achieve the objectives of the position.

Desirable

  • Previous experience in a fast-paced work environment.

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