The following are the core responsibilities of the care coordinator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
1. Maintaining and monitoring the practice appointment system.
2. Processing personal, telephone, and e-requests for appointments.
3. Answering incoming phone calls, transferring calls, or dealing with the caller's request appropriately.
4. Signposting patients to the correct service.
5. Initiating contact with and responding to requests from patients, team members, and external agencies.
6. Being the primary link with the social prescribing team to help coordinate care for patients where non-medical issues may be impacting their health and well-being, thus accessing person-centred local support and education.
7. Coordinating and organizing the Patient Participation Group; liaising with group members and ensuring the agenda and minutes are completed.
8. Processing and distributing incoming and outgoing mail.
9. Actioning incoming emails when necessary.
10. Completing opening and closing procedures in accordance with the duty rota and maintaining security in accordance with practice protocols.
11. Supporting the management of repeat prescriptions, ensuring they are processed accurately and efficiently in accordance with practice guidelines.
12. Photocopying documentation as required.
13. Directing requests for information (i.e., SAR, insurance/solicitors letters, and DVLA forms) to the administrative team.
14. Clearing and restocking consulting rooms as required.
15. Managing all queries as necessary in an efficient manner.
16. Maintaining a clean, tidy, effective working area at all times.
17. Monitoring and maintaining the reception area and notice boards, keeping the reception area free from clutter and obstructions.
18. Supporting all clinical staff with general tasks as requested.
19. Providing refreshments for staff and visitors as required.
In addition to the primary responsibilities, the medical administrator may be requested to:
1. Support administrative staff, providing cover during staff absences.
2. Scan patient-related documentation and attach scanned documents to patients' healthcare records.
3. Read code data on the EMIS clinical system.
4. Action tasks from the clinical team in a timely manner.
5. Data entry of new and temporary registrations and relevant patient information as required.
6. Input data into the patients' healthcare records as necessary.
7. Carry out system searches as requested.
8. Order and monitor stationery supplies.
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