Apprentice Patient Care Coordinator

Main duties and responsibilities –

• Maintaining and monitoring the Practice appointments system


• Acting on electronic tasks to book appointments, deliver messages to patients, process electronic referrals etc


• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional


• Processing electronic requests, whether received via Footfall (Practice Website) or email, or by other means


• Be able to cover all reception positions as necessary


• Answering the telephone and conveying message


• Accepting requests for repeat prescriptions, checking regularly both the electronic and paper routes for repeat prescription requests


• Sorting the mail and completing 


• Scanning processes


• Processing incoming requests for medical reports, prescriptions or other enquiries and ensuring they are forwarded to the correct staff members for completion


• Dealing with requests for test results


• Taking details of requests for medical certificates of any kind, insurance forms and any others requested and dealing with them efficiently and promptly


• Referring patient suggestions/complaints/comments directly to the Practice Manager for further discussion


• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures


• Registrations of new patients


• Process patients change of address (have knowledge of practice area)


• Scanning of mail onto computer system and completing workflow


• Processing daily Pathlinks appointments ensuring patients have appointments booked according to instructions given by GPs when results received


• Maintaining a basic knowledge of repeat prescriptions so that should it be necessary, you can issue from the computer record in line with Practice policy and protocol


• Ensure that the consulting rooms and waiting area are checked at the end of each consulting session and left clean, tidy and secure

Start and End of Day Procedures -

• Be able to open up premises at the start of the day, unset alarm and ensure that all equipment such as fax machines, computers, printers and photocopiers are ready and make all necessary preparation to receive patients


• Be able to secure premises at end of day, checking all windows, doors are closed, toilets empty, internal lights off, fax is full of paper, all other equipment is off and alarm activated