Job Responsibilities:
To accurately scan and code clinical correspondence onto patients' records using the clinical software (Docman). Ensure a good flow of communication within the admin team and across the practice, particularly in response to problems. To accurately manage the clinical correspondence on NHS mail.
Transcribe clinical letters using Lexacom. To email referrals to the relevant hospital departments as requested by clinical staff & accurately document the receipt in patients' records. Using e-RS (previously known as Choose & Book) to refer patients at the clinician's request, to print patients' booking information and appointment summaries.
Effectively signpost patients to services appropriate to their needs. Ensure tasks in EMIS and Docman workflow are actioned within a 48-hour time frame where possible. Use EMR system to produce and send Insurance reports and medical records for solicitors' requests. Monitor the Cancer referral tracking system to ensure patients have attended their appointment after 2 weeks from the referral date.
To answer the telephone promptly and deal with enquiries in a helpful and courteous manner, being aware of the need to maintain confidentiality at all times regarding patients and staff. Use of AccuRx system for communication with patients. To maintain a good rapport/relationship between internal and external customers of the Practice at all times. To adopt a proactive approach and deal with any issue relating to the administration department which may arise.
Prioritising daily duties to ensure deadlines are met. Ad hoc duties as required from the clinical and management team. To effectively communicate the complaints procedure when necessary. To ensure a handover is given to colleagues when shift ends. Communicating via the end of day on anything that may require further attention.
To distribute letters, memorandums, reports, and general correspondence as required and to ensure efficient maintenance of all records in accordance with Statutory and Company procedures. To ensure all correspondence received in the Practice is date-stamped and receives prompt attention and that the Practice's filing system is maintained accurately and promptly.
To attend and contribute to staff meetings and development meetings constructively. In keeping with the general management role and as may be determined by the Practice Manager.
Telephone: Have working knowledge of our cloud telephony telephone system (training given).
Other Tasks: Maintain a clear desk policy and adhere to practice policies. Any other tasks allocated by managers.
Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation.
All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
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