Patient Care Coordinator

**About us**

We are professional and agile.

Our work environment includes:

- Modern office setting

**About us**

Kingsway Surgery was founded on the present site in 1958. Since then, the original building has undergone several major extensions and alterations and now provides spacious accommodation. The majority of consulting rooms are on the ground floor with one on the first floor, they are all fully air conditioned and all ground floor facilities are accessible for wheelchairs. The practice cares for over 10,000 patients and is fully computerised for clinical and administrative records.

There are 8 doctors at the practice - Dr Duru, Dr Mahatma, Dr Anjum, Dr Roy, Dr Vanker, Dr Vyas, Dr Monaghan and Dr Karavadra.

The surgery is served by a Community Nursing Service. Health visitors now reside at Narborough Health Centre.

Patient Care Coordinator

General**:

- To work within the guidelines and policies of the Practice
- To ensure that statutory requirements are met at all times and to implement practice policy as directed by the Practice Manager/Partners
- To maintain strict confidentiality in respect of patient and staff records,

ensuring that confidentiality policies are carried out in accordance with the Data Protection Act
- To ensure that safe systems of work are practiced and that the agreed health and safety policies are carried out in accordance with the Health & Safety at Work Act.
- To be conversant with the practice fire regulations
- To attend yearly appraisal, where training requirements will be assessed.
- To participate in any training programme implemented by the practice.
- To participate in the induction and training of new members of staff in all disciplines where appropriate
- To attend various Practice meetings as requested.
- To provide cover for other members of staff during sickness or holiday

Principal Duties:
**Reception duties**
- Opening the premises and checking heating and ventilation.
- Setting up the daily backup ready for running overnight.
- Greeting patients politely and ensuring that the appointment system is run efficiently, monitoring the flow of patients to and from consulting rooms, managing queues through telephone and face-to-face interaction.
- Receiving and making telephone calls as required.
- Ensuring patients are informed if a doctor is running late or called out in an emergency.
- Ensuring “urgent extras” are monitored with appropriate guidance.
- Advising patients of relevant charges for non-NHS services, accepting payment, and issuing receipts for same.
- Explaining practice arrangements and requirements for new and temporary patients.
- Responding to all queries and requests for assistance from patients and other visitors to the practice as appropriate
- Maintaining the visitor book as per agreed policies and ensuring all external visitors sign in and out of the premises.
- Entering requests for home visits into the computer, including all relevant information. Dealing efficiently with emergency situations.
- Issuing, printing, and managing the prescriptions using the Electronic Prescription Service (EPS)
- Ensuring the fax machine is checked regularly, and all information received is acted upon as appropriate following practice guidelines.
- Periodically checking the fax to make sure it is operational and has an adequate supply of paper before leaving the premises.
- Keeping reception areas clean and tidy, particularly between morning and afternoon surgeries
- Ensuring information is passed to colleagues as appropriate on each shift change,
- Handling specimens as per practice protocol.
- Following the closing procedures when vacating the premises
- Attending for staff appraisal and development on a yearly basis.
- Attending any staff training as and when required to

**Operation of telephone system**
- Receiving and making calls as required. Diverting calls and taking messages as appropriate, recording information for doctors to action (home visits, phone calls etc.).
- Checking phones have been accurately transferred to and from Out of Hours service as required.
- Reporting any problems to the Practice Manager

**Management of appointment system**
- Maintaining a working knowledge of the appointment system i.e., times of all GP surgeries and Nurse Clinics, etc., duration of appointments, knowledge of computer system, doctors rotas, procedures for booking routine and urgent appointments.
- Booking appointments accurately and appropriately, initialing data entries.
- Monitoring daily available appointments and reporting any overload to the Practice Manager as appropriate.
- Informing the Assistant Practice Manager of any inconsistencies in the appointment system
- Running daily backup for the appointment schedules before closure

**4. Management of medical records and administration**
- Ensuring medical records are kept accurately in alphabetical order, in easily retrievable fashion and kept tidy. Informing the Practice Manager of any problem