Medical Office Coordinator

2 weeks ago

Rotherham, Rotherham, United Kingdom Dr Clarke & Partners Full time

Job Summary

This role is designed to provide administrative support to our medical team, covering maternity leave for up to 12 months.

Main Objectives

To ensure the practice delivers an efficient service to patients by providing a full and confidential secretarial service to 4 GPs, including audio typing to a high standard, utilising medical terminology, hospital procedures, and outside agencies.

Main Duties of the Job

Be responsible for delivering accurate referral letters and other correspondence using the Electronic Referral Service.

Word process referral letters, reports, and GPs correspondence as required from audio and manuscript.

General secretarial duties, including filing, reports, scanning, and acting as a point of contact for GPs, patients, relatives, and external bodies.

Arrange urgent referrals and keep records of all patients referred under the 2-week wait rule.

Ensure accurate input of information to the medical computer system, and that all data input is coded.

Deal with outside agencies regarding safeguarding and Multi-Disciplinary Team Meetings.

About Us

We are a small, friendly, and cohesive team based in Wickersley, one of the leafier suburbs of Rotherham, easily accessible by car or public transport.

Job Responsibilities

Ensure safety, confidentiality, and security at all times.

Work flexibly to support the needs of GPs and the services provided to patients.

Maintain a comprehensive service to GPs and the Health Centre, in line with existing and changing protocols.

Deliver accurate referral letters and other correspondence using the Electronic Referral Service.

Type or word process referral letters, reports, and GPs correspondence as required from audio dictations.

Aquire and develop new skills to ensure a constant review and updating of practices and procedures as required.

Update and maintain standard operating procedures and train others as required.

Ensure confidential waste is shredded and disposed of appropriately.

General secretarial duties, including filing, reports, minute preparation, scanning, and acting as a point of contact for GPs, patients, relatives, and external bodies.

Ensure patients and other persons are treated courteously, promptly, efficiently, and professionally.

Deal with telephone enquiries from hospitals, patients, and outside agencies, communicating messages accurately and professionally.

Arrange urgent outpatient appointments and domiciliary visits.

Arrange urgent referrals and keep records of all patients referred under the 2-week wait rule.

Arrange hospital transport for patients who meet the criteria.

Attend staff meetings and training sessions as necessary.

Take notes and transcribe minutes of meetings, carrying out follow-up actions as required.

Maintain efficient office filing and information systems.

Ensure accurate input of information to the medical computer system, and that all data input is coded.

Participate in the formulation of new systems and procedures, and implement any such developments to maintain the most appropriate and effective medical secretarial/administrative support to the practice.

Awareness of current issues and support personal development by attending relevant training sessions.

Participate in annual staff appraisals.

Manage appropriate projects and tasks delegated by the Practice Manager/GP, with broad procedural guidelines, and without direct supervision, to ensure an efficient quality outcome is provided.

Undertake mandatory training required by the practice.

Assist in the training and development of other staff.

Comply with Health and Safety Policy and Procedure.

Have an understanding and adhere to GDPR compliance.

Undertake any other duties within the general scope of the post and appropriate to the grading.

Person Specification

Experience

Essential

  • Typing to RSA II or equivalent experience
  • Ability to work as part of a team but use own initiative
  • Good customer service skills
  • Ability to communicate effectively
  • Flexible
  • Able to work in a changing environment
  • Good organisational skills
  • Able to work under pressure
  • Pleasant and articulate
  • Maintain confidentiality at all times
  • Evidence of sound GCSE results (or equivalent)
  • Patient and understanding
  • Ability to follow instructions and procedures
  • Work accurately and methodically
  • Working with all types of people
  • Be confident in using the phone
  • Ability to recommend and contribute to new ideas for overall efficiencies of service
  • Ability to prioritise

Desirable

  • Experience of SystmOne clinical system
  • Experience of Electronic Referral System (ERS)
  • Experience of Primary Care
  • Computer literate (Microsoft Office)
  • Experience of dealing with patients/public
  • Experience of dealing with people who may be angry or upset

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