Patient Coordinator

**Job Summary**:

- 1. To provide friendly, efficient and effective reception service for all patients and visitors to the practice.

2. To provide efficient, effective and accurate administration support to Doctors and other clinical staff.

3. Process patient prescription requests and deal with prescription enquiries in a safe, timely and accurate manner.

4. To provide support for Practice Manager, GPs, and other members of staff as appropriate.

5. To ensure that all administrative duties are carried out in line with the practices guidelines and policies.

**Main Duties / Key Tasks**:
This job description covers both generic and special tasks. Section A is one of the primary duties of all patient coordinators. Sections B to F are special tasks which are allocated separately, but which all staff may be required to undertake with proper instruction.

A: Reception

Ensuring an effective and efficient reception service is provided to all patients and any other visitors to the practice

Make routine, emergency and follow-up appointments on behalf of patients and ensure that patients are checked in on arrival

Deal with all incoming telephone calls in a prompt and courteous manner

Ensure the efficient administration of patients paper records and requests, including the filing, tidying and retrieving of records as requested by other staff in the surgery

Take messages and passing on information to other clinical and administrative team members

Complete any tasks sent to the reception team by the Doctors and Nursing Teams in a timely manner

Monitoring the practice appointments system and monitor flow of patients into consulting and treatment rooms advising patients of delays if necessary

Opening and closing the reception area and building in accordance with practice protocols

Advise patients of relevant charges for private services, accept payment and issue receipts

Keeping the reception well-stocked with stationery and other supplies

Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Handing completed repeat prescriptions to patient after checking their name, address and date of birth

Dealing with clinical samples from patients

Assist in providing basic life support treatment to patients who are taken unwell in the reception area until the arrival of a clinical member of staff

Enter specific clinical measurements such as BP, weight, smoking or alcohol data into EMIS patient records when provided by the patient

Ensure all the clinical room printers are stocked with paper and prescriptions

B: Prescriptions

Preparing repeat prescriptions for GP's to sign

Dealing with prescription queries from both patients and pharmacies

Dealing with PPA claims

Dealing with hospital discharge summaries

C: General Administration

Deal with all incoming and outgoing mail including fax, franking, courier and postage

Deal with all correspondence and patient records received from or being returned to the CCG/Health Authority

Managing office equipment such as photocopiers and franking machines, including ordering and changing toners, changing inks and paper etc.

Ordering of stationery, equipment, cleaning items and refreshments for the practice

Undertaking a range of administrative tasks such as word processing, photocopying, filing and retrieval of patient records, reports and letters, scanning and linking documents

Provide administrative support to the Clinical Team and Practice Manager as required

To assist in the fire alarm testing, and emergency lighting test on a regular basis

Ensure security of data at all times

D: Medical Administration

Entering patients information into relevant databases / computer systems

Checking and filing OOH reports

Manage mammogram results and diabetic eye screening results and requests

Set up clinic templates

Maintain and update the computerised registration database as necessary, including change of registration status, deductions, birth and death records and organ donor registers

Docman read-coding

Process all patient referrals through the e-Referral system

Any other medical administration as requested by the Practice Manager

Maintain a working knowledge of EMIS and be actively involved in the entering of data and setting up of appointment templates on the system

E: IT Administration

Ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the Doctors, Nurses and Practice Manager

Assist with IT service calls, reporting faults to suppliers and track progress

Update the website, intranet, TV screens and social media as necessary

Support and guide members of staff in the use of the computer system

Ensure security of data at all times

F: Additional Duties Dependant on Practice needs

Supporting the Practice Manager in maintaining the relevant patient registers such as PSA, Lithium, Pre-Diabetic's, Zoladex etc.

Supporting the Practice Manager in