Rota Coordinator / Reception Lead

Rota Coordinator JOB SUMMARY: We are seeking a dedicated and organised Rota Co-ordinator to join our team at Bancroft Medical Centre. The successful candidate will be responsible for coordinating and managing the appointment and duty schedules for our healthcare professionals, ensuring optimal staffing levels and effective patient care. KEY RESPONSIBILITIES: The Rota Co-ordinator will have responsibility for providing systems and processes to ensure that: Safe levels of clinical staffing is available within the Practice. Communication within the practice takes place regarding gaps and internal cover mechanisms are put in place. Issues and risks are escalated to the appropriate Manager. There are robust systems for management of all types of leave and absence processes for clinical staff. Planning, building and managing all clinical rotas DUTIES: Working closely with the clinical team and management to ensure there is safe clinical cover within the teams. Maintain the Rota Planning Spreadsheet to show GP sessions and leave planned. Maintain and communicate a pathology cover system for all doctors leave Highlight any risks to service or potential requirement for locum cover to the management team. Doctors leave to be recorded and manged accurately on surgery system Ensure that annual and study leave requests are approved and adhered to in line with practice policies. Record trainee GP leave, study leave and sickness absence on lead employer portal Create and maintain rotas for all clinical staff Communicate with staff regarding availability and rota changes. Manage and action rota change requests based on staff leave, absences and other demands on the practice. Work with GP trainers to plan, implement and manage rotas for medical students and GP trainees on placement with the practice. Manage room rotas as appropriate when planning clinical rotas Ensuring that weekly minutes are read to ensure any leave absence requests are acted upon. Support with administrative tasks as needed, including managing last minute appointment changes due to staff sickness. ADMINISTRATIVE DUTIES: Good administration is key to this post, you must have a good understanding of Microsoft packages, be able to devise spreadsheets and manipulate data. You will need to prioritise your work and have a flexible approach to work and unexpected situations. Have an excellent working knowledge of the clinical system especially the rota creation functionality. GENERAL: Carry out duties involving contact with all staff in a sympathetic, appropriate and professional manner. Provide assistance and support to all new clinical staff in familiarisation with practice procedures for rotas and absence To ensure all duties are carried out to the highest possible standard. The post holder is required to participate in the Practice appraisal process and work towards meeting identified development needs. This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder. Reception Lead The following are the core responsibilities of the Reception Lead. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Overseeing the reception services of the practice, ensuring staff achieve their primary responsibilities Supervising all reception staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training Support Line manager with reception staff appraisals as required Identify and deliver team training where required Compiling reception staff rotas and approving leave within the practice policy Reviewing and updating all reception procedures as required Develop, implement and embed efficient reception processes and procedures to adhere to practice guidelines Act as a focal point for communication, advising reception staff on changes and keeping to best practice Coordinate the provision of the reception team ensuring sufficient cover is provided for periods of leave and other staff absences Provide initial guidance and advice to patients who wish to complain Manage all deliveries to the practice, ensuring adherence to the cold chain policy as necessary Act as building Fire Marshall, ensuring evacuation lists are current and that the visitors log is used appropriately Champion continuous improvement, encouraging staff to participate and make suggestions for Quality Improvement initiatives Adopt a process and maintain the return-to-work forms unless team member has breached the Bradford factor, notifying management of any anomalies To act as a role model, demonstrating and promoting the standards expected by the practice and creating the energy and enthusiasm for the service Coordinate staff to ensure all tasks are completed on a daily basis to include, but not limited to, Visits/Appointment management, eMails, Scanning workflow and eConsults Organise and facilitate staff meetings Telephone Duties: answering the telephone within a reasonable time, dealing with requests and enquiries courteously and politely. Contacting hospitals, Health Authorities and various other agencies for results, appointments, booking, referrals and patient information Making appointments: offering and arranging the appointments for doctors, nurses and other services available via the clinical system Promoting and developing the care navigation process within the team Information ensuring that messages are promptly passed to the relevant person. Computer: to be able to call up patient details and make sure these details are correct. Add administrative notes to the patient records as and when required. Input of statistical data required by the Practice and retrieval of data when required. Be a super user of the clinical system so to be able to assist with team members queries Helping: the doctors in the execution of their duty of care. Facilitating patient care, comfort and safety in the surgery. Be responsible for allotted tasks and their completion. Ensuring that the waiting and reception areas are kept tidy

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