Patient Care Coordinator

• To provide a point of contact for patients and act as a focal point for communication between, patients, clinicians
• To provide high quality reception and administrative services to the patients, clinicians, and staff at the surgery in a caring and supportive manner.
• To maintain confidentiality of all information.
• To provide flexibility in practice staff arrangements.

• Reception Duties.

Administrative Support.

Operational Responsibilities.

Financial and Operational Tasks.

SPECIFIC OBJECTIVES/AIMS:

• The post holder will be able to work alone and as part of a team, following practice protocols.
• Work under pressure, be courteous and patient and enjoy working with colleagues and patients.
• Work with minimum supervision on all aspects of the practice reception and administrative functions.

We are seeking a skilled and reliable Patient Care Coordinator to join our team at Chapelgreen Surgery.

We are a well-established, forward thinking, 8 partner practice, in the North of Sheffield, serving over 14,000 patients across two sites.

We are an enthusiastic training practice and take pride in delivering excellent patient care.

JOB TITLE:

Patient Care Coordinator

RESPONSIBLE TO: Practice Manager/Deputy Manager

MAIN PURPOSE OF JOB
:

• To provide a point of contact for patients and act as a focal point for communication between, patients, clinicians
• To provide high quality reception and administrative services to the patients, clinicians, and staff at the surgery in a caring and supportive manner.
• To maintain confidentiality of all information.
• To provide flexibility in practice staff arrangements.

SPECIFIC OBJECTIVES - AIMS:

• The post holder will be able to work alone and as part of a team, following practice protocols.
• Work under pressure, be courteous and patient and enjoy working with colleagues and patients.
• Work with minimum supervision on all aspects of the practice reception and administrative functions.

MAIN DUTIES AND RESPONSIBILITIES OF THE POST

Reception Duties:

Act as the first point of contact for patients and visitors, providing a professional and welcoming experience in person, over the phone, or online.

Schedule, manage, and coordinate patient appointments, ensuring efficient use of clinical time and reducing wait times.

Address general inquiries regarding the practice, services, and procedures.

Triage urgent requests and direct patients to the appropriate clinician or service.

Provide guidance to patients on using online services such as appointment booking, prescription requests, and medical record access.

Monitor and maintain a clean, organised, and calm reception area.

Administrative Support:

Register new patients and update existing patient records, ensuring accuracy and adherence to confidentiality protocols.

Process new patient registrations, amendments, and deductions, including death documentation.

Process repeats prescription requests, ensuring accuracy and timely delivery to patients.

Manage incoming and outgoing correspondence, including emails, post, and internal messages.

Support referral processes by preparing and forwarding patient information to external services as required.

Maintain accurate records of patient interactions and update clinical systems with relevant notes.

Assist with the coding and filing of patient information on System One.

Utilise System one clinical system to ensure efficiency of call/recall systems, along with appropriate coding.

Summarising of new medical records.

Initiate and compile accurately forms used in normal running of medical practice.

Handle patient queries and complaints with empathy and professionalism, escalating complex issues to the Practice Manager or appropriate clinician.

Provide assistance to patients in completing necessary forms and paperwork.

Maintain strict patient confidentiality and always comply with data protection regulations.

Communicate clearly and effectively with patients from diverse backgrounds, including those with language barriers or additional needs.

Operational Responsibilities:

Support the management of clinical and non-clinical workflows, ensuring tasks are prioritised effectively.

Maintain the reception areas stock of forms, leaflets, and other materials for patients.

Contribute to team meetings and share ideas for improving patient experience and practice efficiency.

Assist in the onboarding and training of new administrative staff.

Maintain awareness of and comply with practice policies, including infection control, health and safety, and confidentiality policies.

Financial and Operational Tasks:

Process non-NHS income and reconcile petty cash.

OTHER DUTIES

Act as patient chaperone as required.

Cover for colleagues absent on leave and/or practice business.

JOB TITLE:

Patient Care Coordinator

RESPONSIBLE TO: Practice Manager/Deputy Manager

MAIN PURPOSE OF JOB
:

• To provide a point of contact for patients and act as a focal point for communication between, patients, clinicians
• To provide high quality…