Referral Co-ordinator/Receptionist in Ilkley

To ensure that the administrative function to support the practice's service to patients runs efficiently and effectively. This role is varied, involving job sharing with the referral coordinator and working as part of the Reception team.

The working pattern is as follows:

• Tuesday and Wednesday: Day Off
• Thursday: 12:45 - 18:00 Reception
• Friday: 07:45 - 10:00 Reception, 10:00 - 15:45 Referral Coordinator, 15:45 - 18:00 Reception (1 hour lunch break)

Main duties of the job:

• Prioritise all correspondence and work from the referral coordinator task list
• Communicate and liaise between all colleagues
• Use Word software for any miscellaneous typing and private medical reports as required
• Read coding
• Invoicing
• Deal with solicitors' letters and third-party requests for information or copies from patient medical records and pass to a GP for action where appropriate
• Keep the system up to date and deal with letters and invoices
• Arrange appointments as requested and take messages when appropriate
• Deal with any telephone enquiries and always answer the telephone in a polite and professional manner
• Use GP Assist to communicate with patients
• Check on all urgent referrals that have been sent and that they have been received on ERS
• Perform any reasonable administrative tasks as requested
• Maintain any personal correspondence files as required by the Practice
• Recording and billing of Insurance/Medical reports
• Assist in the cancellation of surgeries due to sickness etc. by contacting patients and to re-appoint either by letter or telephone
• Meet and greet patients, members of the public and visitors to the practice in a friendly and courteous manner
• Make appointments for patients
• Deal with telephone queries, test results
• Scan and read code patient documentation (document management)

About us:

Ilkley & Wharfedale Medical Practice is a small, established family GP surgery based in the historic spa town of Ilkley offering a personal service to our patients. The surgery operates from modern premises close to the centre of Ilkley and has a list size of 5655 patients. Ilkley & Wharfedale is a training practice for GP Registrars and medical students with a supportive multi-disciplinary team who work hard to meet the needs of our patients. We use SystmOne clinical system software and knowledge of this would be an advantage but not essential as training will be given.

Job responsibilities:

• Prioritise all correspondence and work from the referral coordinator task list
• Communicate and liaise between all colleagues
• Use the computer on a daily basis to type and save all correspondence using the Practice clinical system
• Use Word software for any miscellaneous typing and private medical reports as required
• Enter all correspondence onto the Practice clinical system using read codes where appropriate and log all referrals
• Type any invoices as required
• Deal with solicitors' letters and third-party requests for information or copies from patient medical records and pass to a GP for action where appropriate
• Keep the system up to date and deal with letters and invoices
• Arrange appointments as requested and take messages when appropriate
• Deal with any telephone enquiries and always answer the telephone in a polite and professional manner
• Use GP Assist to communicate with patients
• Check on all urgent referrals that have been sent and that they have been received on ERS
• Perform any reasonable administrative tasks as requested
• Maintain any personal correspondence files as required by the Practice
• Recording and billing of Insurance/Medical reports
• Assist in the cancellation of surgeries due to sickness etc. by contacting patients and to re-appoint either by letter or telephone
• Meet and greet patients, members of the public and visitors to the practice in a friendly and courteous manner
• Make appointments for patients with the doctors, nurses and other members of the primary healthcare team on the computer
• Deal with telephone queries, test results
• Scan and read code patient documentation (document management)

Person Specification:

• GCSE grades A-C in English and Maths (or equivalent qualification)
• The ability to communicate effectively with a wide range of people
• Excellent communication skills both written and verbal
• Ability to deal effectively with telephone calls
• Ability to work with diversity
• Understand the necessity for confidentiality
• Understand the role of teamwork in providing a quality service
• Understand the accuracy when dealing with patient records, both electronic and paper-based
• Effective team worker
• Motivated and enthusiastic
• Commitment to ongoing development
• Availability to provide cover during periods of sickness and holidays
• Understanding of own behaviour and how this impacts on colleagues, patients and visitors
• Experience of working in Primary Care
• Experience of using SystmOne

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.