Ref: BA03 Patient Services Workflow Co-ordinator Apprentice at Dr JR Loudonsack & Partners

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Positively promote the practice to ensure a consistent growth in patient list size.
Provide general administrative assistance to the practice team.

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• Job Description

  Job Responsibilities:
  Administration
  • To gain a thorough knowledge of all Practice procedures.
  • To work in accordance of written protocols
  • Sorting and distributing incoming mail, ensuring individual correspondence is dealt with i.e. reports etc.
  • Filing letters, notes / forms / results and maintaining patient records manually and electronically
  • Processing online blood test forms
  • Opening and distributing post
  • Dealing appropriately with outgoing mail
  • Copy or scan as requested
  Reception
  • Checking in of patients and consulting with members of practice team
  • To assist and cover all reception positions as necessary
  • Arrange domiciliary referrals via the computer system
  Appointments
  • Process clinical assessment requests from patients by telephone and in person.
  • Process home visit requests
  Computer
  • Registrations of new patients – computer data entry and medical records.
  • Process patients’ change of address – computer data and medical records (local knowledge of practice area desirable)
  • Process repeat prescription requests in accordance with practice guidelines
  • Arrange domiciliary referrals via the computer system
  Telephone
  • Use telephone system
  • Cover for reception when necessary
  • Answering the telephone, taking messages and passing them on appropriately via Tasks on clinical system
  Other Tasks
  • Ensure building security – have thorough knowledge of close down procedure working alongside the team
  • Any other tasks allocated by Line Managers
  • Always maintaining confidentiality.
  • Receiving patients and visitors courteously and efficiently.
  • Ensure consulting and waiting rooms are prepared in readiness for each consulting session.
  • Book ambulances if necessary
  • Liaise with hospitals, primary health care team, social services, etc.
  • Computer data entry updating patient records, type referral letters etc.
  • To keep a check on surgery supplies and equipment and inform Duty manager / deputy manager / reception manager accordingly
  • E learning training modules
  Confidentiality:
  • While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
  • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
  Health & Safety:
  The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include:
  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified.
  Equality and Diversity:
  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
  • Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues at all times
  Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

• Personal Qualities

  Happy friendly and positive disposition essential

  Excellent time-keeper – essential
  People person – essential

  Smart and conscientious appearance as public facing role

• Qualifications Required

  5 x GCSE A*-D / 9-3 which must include GCSE English and maths at A*-C / 9-4 or equivalent.

• Future Prospects

  Possibility for further progression in NVQ’s

• What will the End Point Assessment (EPA) include

  Towards the final few months of the apprenticeship you will complete your End Point Assessment. This includes a knowledge test, portfolio-based interview and a project/improvement presentation. All assessment methods will be conducted and graded by an independent EPAO.

• Things to Consider

  In order to progress your application, we will require you to complete additional paperwork and complete a BKSB assessment. The information will be sent via email if you meet the entry requirements set by the employer and linked training provider for the vacancy. Please check your junk mail whilst the vacancy is open.
  Until we receive the above, we are unable to progress your application so please monitor your emails.
  For more information on the NMW, please visit: https://www.gov.uk/national-minimum-wage-rates

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Business Administrator - Level 3 Apprenticeship (WBL)