Crossley Street Surgery is looking to recruit a part time Patient Services and Data Administrator. You will be required to work between Monday and Friday, 7:30am to 6.30pm.
We at Crossley Street Surgery in Wetherby are offering an excellent opportunity for a reliable and flexible individual to join our very busy reception and data quality team.
We are a semi-rural practice, with over 11,800 patients, working from a modern purpose built premises.
We are also a training practice with a wide multidisciplinary team including a PCN pharmacy team, PCN paramedics and an in-house pharmacy.
You must be a team player, willing to learn and looking for a fresh and rewarding challenge. You will receive ongoing personal development and training opportunities in our high achieving and supportive environment.
You will work as part of a team providing a professional and effective telephone and administrative service to patients, following business policies and procedures ensuring accuracy at all times.
You will:
- Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors.
- Assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
- Undertake a variety of administrative duties to assist the wider team.
- Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
You must work at all times within your own competence and use your own judgement, knowledge and common sense in your day to day activities.
As a member of the Patient Services Team, you will split your time between working in reception, and working in the admin office.
Duties and Responsibilities:
- Maintain and monitor the practice appointment system.
- Process personal, telephone and e-requests for appointments.
- Answer incoming phone calls, transferring calls or dealing with the callers’ request appropriately.
- Responsible for the daily AccuRx Triage
- Responsible for the management of the Admin AccuRx mailbox.
- Signpost patients to the correct service.
- To support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
- Initiating contact with and responding to, requests from patients, team members and external agencies.
- Scanning, processing, and coding hospital correspondence
- Generating referrals to secondary care
- Patient registrations and online access applications, including data entry of relevant patient information as required.
- Input data into patients’ healthcare records as necessary.
- Direct requests for information, i.e., SAR, insurance/solicitors’ letters and DVLA forms to the administrative team.
- Promote, advise and assist patients accessing services via our online portals.
- Support all clinical staff with general tasks as requested.
Your skills and experience
- Ability to keep calm and professional in a fast paced environment
- Previous administration or reception experience
- Personable, positive and enthusiastic with a great customer focus
- Efficient with Microsoft Word and Outlook
- Knowledge of SystmOne would be an advantage
- Strong communication and organisation skills
Reception
- Providing excellent customer service at all times
- Receiving and welcoming patients upon arrival at the surgery
- Making appointments for patients via the telephone or face to face
- Handling telephone, electronic and face to face queries from patients
- Handing completed repeat prescriptions to patient and checking names and address.
- Dealing with visit requests
- Maintaining the reception area to a professional standard
Administration
- To have a thorough knowledge of all Practice procedures
- To work in accordance of written protocols
- Filing and photocopying as requested
- Handle specimens as per Practice protocol
- Provide new patients with the relevant paperwork and make an appointment for a new patient check
- Explain Practice arrangements and requirements for new and temporary patients
- Deal with and action SystmOne tasks and notifications in a timely manner
- Regularly check the Practice email inbox and take the appropriate action
Team working:
- Assist and support your line manager to provide a quality service.
- Provide cover for members of your team during periods of sickness and annual leave.
- Support and facilitate change as requested.
- Undertake additional tasks as required within your general role.
- Understand own role and scope in the organisation and identify how this may develop over time.
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
- Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
- Participate in team activities that create opportunities to improve customer care.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence of those taking on delegated duties.
Business Responsibilities
- Assist with the gathering of statistics and information when required.
- Undertake specific assigned tasks
- Maintain accurate and complete documentation and records utilising I.T. as appropriate and in accordance with processes and procedures.
- Follow agreed protocols, referring to management for guidance.
- Demonstrate pro-active engagement with the practice population and wider community to promote an uptake of services.
- Maintain the ethos and culture of Crossley Street Surgery, whilst positively promoting the practice.
- Ensure rationalisation of resources.
- To assist in enhanced and extended services to grow the professional offerings of the business.
- Attend in-house governance, educational and staff meetings as appropriate.
- To help plan, develop and support the introduction of new working processes to optimise quality.
- Train staff to attain optimum performance.
- To build and maintain relationships with other healthcare professionals, including GPs, GP surgery personnel, care home personnel, CCG personnel etc.
- Behave in a professional manner at all times
Be familiar with and adhere to the practice safeguarding policies, procedures, and guidelines for both children and adults at risk of abuse or neglect. This must be in conjunction with the Multi-agency Safeguarding Children and Safeguarding Adults at risk of abuse or neglect Policy, Protocols, and guidelines.
All employees should undertake mandatory safeguarding children, adults and MCA training (as appropriate to role) including updates and other professional development activities to ensure training compliancy.
Other:
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. Your job title and job description may be amended by the Managing Partner/Practice Manager including any additional duties that may be required. You will need to be flexible in developing the role to provide the best possible care to patients.
Pay: From £12.71 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative: 1 year (preferred)
Language:
Work Location: In person
