Clinical Scheduler and Recall Administrator

G DOC LTD; Gloucester; On-site; GBP 22,000 - 30,000; Full time

Job description

Job Summary

G DOC LTD is a non-profit organisation that aims to strengthen primary care and general practice by delivering safe, high quality and innovative care. We currently run four GP Practices in Gloucestershire (two in Gloucester City and two in the Forest of Dean) and provide a number of bespoke primary care services across the county.

We are looking for an experienced Clinical Scheduler & Recall Administrator to join our professional and friendly administration team based in Gloucester. This is an opportunity to join a well-led, well-run and mutually supportive team and play your part in helping primary care patients. G DOC LTD is a supportive employer and encourages staff development; for the right candidate, this position could lead to a career in primary care with increasing responsibility and linked increases in salary.

Main duties of the job

The post holder will be responsible for managing and coordinating the rotas for our clinical staff and managing our long-term condition recall system, ensuring smooth and efficient operations within the surgery, being organised and detail oriented.

Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies.

Job Description

Job responsibilities

1. Providing support to senior management as required, including organising and attending meetings.
2. Contribute to the design, implementation and maintenance of high-quality management information systems to include clinical rotas.
3. Maintaining full oversight of all rotas relating to G DOC contracts, including supervision of other rota fills within the organisation.
4. Forecasting future demand and supply for all G DOC contracts and providing weekly reports to managers.
5. Monitor ongoing appointment capacity for the practice, considering short notice changes of rotas as given by the line manager and informing them of any appointment/clinician shortages.
6. Check rota-fill daily and ensure the team responds to any late changes, filling gaps wherever possible.
7. Provide a point of contact for clinic-related queries.
8. Source and book sessional GP cover where appropriate, using G DOC rota systems and other systems, e.g., rotacloud, also managing the input of information on SystmOne including room plans.
9. Exercise initiative and judgement based on acquired knowledge and experience when ensuring adequate GP cover for sickness, annual leave, training days, and meetings.
10. Assist in the management of GP locum recruitment, including inductions and smart card registrations for clinical staff and non-clinical staff.
11. Manage Nurse Rotas, sourcing and booking where appropriate to cover sickness, annual leave, training days, and meetings. Support all clinical staff with general administrative tasks as requested.
12. Inviting, coding and managing of the LTC recall system.
13. Support the Quality Outcomes Framework (QoF) management to ensure effective recall of patients for annual checks incorporating LTC, flu and/or Covid.
14. Use initiative and established procedures to resolve queries at the first point of contact or escalate when appropriate to managers.
15. Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
16. Provide reciprocal cover for the Administration Team during annual leave and sickness absence.
17. Any other business which supports the business needs.

Person Specification

Experience

• Broad knowledge of General Practice (Desirable)

Personal Qualities

• Clear, polite telephone manner (Essential)
• Polite and confident (Essential)
• Flexible and cooperative (Essential)
• Motivated (Essential)
• High levels of integrity and loyalty (Essential)
• Sensitive and empathetic in distressing situations (Essential)
• Ability to work under pressure (Essential)

Other

• Disclosure Barring Service (DBS) check (Essential)
• Evidence of continuing professional development (Essential)
• An ability to drive, current UK driving licence, and daily access to a vehicle (Essential)

Knowledge and Skills

• Excellent communication skills (written and oral) (Essential)
• Strong IT skills (Essential)
• Ability to follow policy and procedure (Essential)
• Effective time management (Planning & Organising) (Essential)
• Ability to work as a team member and autonomously (Essential)
• Good interpersonal skills (Essential)
• Competent in use of SystmOne (Desirable)
• Competent in the use of Office and Outlook (Desirable)
• If not already competent in SystmOne, Office & Outlook, willing and able to undertake training and develop competency (Desirable)

Qualifications

• GCSE grade 4/C or above in maths & English, or equivalent (if candidate does not hold these qualifications or a recognised equivalent, competency testing may be required) (Essential)

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.

Employer details

Employer name
G DOC Ltd

Address
Partners In Health
Stroud Road
Gloucester
GL15JJ

Employer's website
https://ghac.co.uk/