We are looking to recruit a part-time Patient Services Administrator to join the Administration team at Hollyns Health & Wellbeing.
You will work across both sites at Clayton and Allerton. The post is 25 hours (5 shifts per week) between Monday to Friday 13:00 - 18:00.
In addition to your usual working hours, you would be expected to provide cover for extended hours, annual leave, and sickness.
Main duties of the job
The ideal candidate would have experience of working within General Practice including System One knowledge; however, experience in working within a customer-focused administrative role would also be considered.
This is a fast-paced role which requires confident, hard-working, and loyal team members. You should have excellent communication skills and an ability to remain calm under pressure.
About us
Hollyns Health and Wellbeing is a proactive practice with two sites, we have approx 12,800 patients. We offer additional services to the practice population, such as warfarin, pain management, sexual health, Level 2 diabetic clinics, and minor surgery.
The administration and clinical team work over both sites, and teamwork is integral in ensuring the service is run as effectively and efficiently for the patients as possible.
All staff must have an understanding of the importance of safeguarding adults, children, and young people to ensure that they are able to live a comfortable life in safety, free from abuse and neglect. As a practice, we should always promote our patients' wellbeing in their safeguarding arrangements.
The successful candidate will be able to continue their service benefits if coming from the NHS in relation to the NHS Pension Scheme and annual leave entitlement.
Job responsibilities
Duties and Responsibilities:
The duties and responsibilities to be undertaken include all of the items in the following list. Duties may be varied from time to time under the direction of the Admin Manager, Operations Manager, or Business Development, Enterprise and Finance Manager.
Key Responsibilities:
Telephone Duties to include:
1. Making appropriate appointments with healthcare professionals
2. Taking details of requested home visits
3. Informing patients of results
4. Contacting other providers
5. Ambulance bookings
6. General enquiries
7. Effectively managing contact of dissatisfaction in line with practice policy
General Reception/Administration Duties to include:
1. Greeting and directing patients
2. Greeting and directing visitors
3. Handing out prescriptions
4. Initiating contact with and responding to requests from patients, other team members, and associated healthcare agencies and providers
5. Making appointments
6. Responding to the needs of Doctors and Clinical Staff during surgery
7. Health and safety awareness (e.g., handling samples)
8. General housekeeping e.g., keeping the waiting areas and reception tidy
9. Inputting and extracting information from the Practice computer system
10. Receipting monies from patients for non-NHS services
11. Assisting with the completion of forms for new patient registration
12. Processing patients' change of address computer data and medical records
13. Opening, date stamping, and distributing internal and external mail
14. Scanning and attaching patient letters to their computer record
15. Filing paper medical records as required
16. Dealing with temporary resident/overseas visitor forms
17. Undertaking other duties highlighted by the Admin Manager, Operations Manager, or Business Development, Enterprise and Finance Manager
Have working knowledge of telephone system during and after hours.
Support and understand building security have thorough knowledge of doors, windows, and alarm.
Prescription administration to include:
1. Issuing repeat prescriptions as per practice policy
2. Queries relating to repeat prescriptions
3. Administration of pre-dated prescriptions as per practice policy
4. Dealing with Pharmacy, medical staff, and outside agencies as required
5. Email & SystmOnline prescription requests
6. Check prescriptions to collect on a monthly basis and remove any older than a month
7. Ensure prescriptions are signed on a daily basis
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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures.
Equality and Diversity:
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues, to include:
1. Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues
2. Acting in a way that recognizes the importance of people's rights
3. Behaving in a manner which is welcoming and non-judgmental
Safeguarding:
All staff must have an understanding of the importance of safeguarding adults, children, and young people to ensure that they are able to live a comfortable life in safety, free from abuse and neglect.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment.
Quality:
The post-holder will strive to maintain quality within the Practice.
Communication:
The post-holder should recognize the importance of effective communication within the team.
Contribution to the Implementation of Services:
The post-holder will apply Practice policies, standards, and guidance.
There is a requirement as part of the role to cover reception tasks during extended hours and to cover holiday and sickness. This cover is integral in the effective running of the Practice.
SKILLS, QUALIFICATIONS and other REQUIREMENTS
Good face-to-face and telephone communication skills
Ability to work under pressure and prioritize workload
Friendly and approachable
Common sense
Flexibility to cover extra hours as required due to holidays, sickness, etc.
Ability to deal calmly with difficult situations
Person Specification
Qualifications
* Educated up to GCSE level, preferably grade A-C in Maths and English
Experience
* Previous experience in a customer service/administrative role.
* Previous experience of working within General Practice and System One knowledge.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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