GP Surgery Administrator - 1 Year Contract
We have a vacancy in our admin department for a new team member to cover a period of maternity leave. The contract term will be 1 year from January or February 2025, depending on the start date.
You will be required to work 25 - 30 hours per week over 5 days (Monday to Friday). The working pattern is open to discussion on appointment.
Alongside other team members, you will deal directly with all correspondence coming into the surgery and complete other administration tasks such as referrals for further care, organising clinics, checking new patient notes, and stock control.
You will be using the EMIS clinical system to record patient-based data and use a multitude of web-based reporting and screening systems.
We are looking for someone who can take initiative and is confident with administration duties. Applicants must have their own transport as there is no public transport available to the village.
Main Duties of the Job
* Process correspondence (paper, electronic, and email) attaching it to patient records.
* Processing referrals for patients to Secondary Care.
* Fulfilling follow-up actions such as informing a GP and contacting patients to make appointments.
* Completing registrations (new patients).
* Liaising with hospitals, GP surgeries, coroner, and other government/external departments regarding patients who have left or died.
* Dealing with practice emails (e.g., from the out-of-hours service, ambulance service, and other services).
* Checking new patient notes on receipt from other GP practices, checking the summary for accuracy, and notifying the GP/Dispensary team as necessary.
* Work with the workflow team and other colleagues, including Primary Care Network (PCN) colleagues.
* Contribute to identifying and acting on potential improvements.
* Other general admin tasks, e.g., dealing with the post and franking machine, shredding confidential documents, filing, printing, producing documents, and any other admin tasks as needed.
About Us
Caldbeck Surgery is located on the northern edge of the Lake District National Park and serves 4,400 patients over 100 square kilometres of rural Cumbria. We are a team of 30 people, including 5 GP partners, with a strong educational ethos. We are part of the Keswick and Solway Primary Care Network, which covers 43,500 patients from the Solway coast to Keswick and Carlisle.
Job Responsibilities
Workflow/Data Management
* Process correspondence (paper, electronic, and email) attaching it to patient records.
* Fulfilling follow-up actions such as informing a GP and contacting patients to make appointments.
* Completing registrations (new patients).
Liaising with Hospitals and Other Departments
* Dealing with practice emails (e.g., from the out-of-hours service, ambulance service, and other services).
* Checking new patient notes on receipt from other GP practices, checking the summary for accuracy, and notifying the GP/Dispensary team as necessary.
* Work with the workflow team and other colleagues, including Primary Care Network (PCN) colleagues.
* Contribute to identifying and acting on potential improvements.
* Other general admin tasks, e.g., dealing with the post and franking machine, shredding confidential documents, filing, printing, producing documents, and any other admin tasks as needed.
IT Systems
* Record patient-related data in our clinical system, EMIS Web.
* Use web-based reporting systems/data base systems (e.g., PHE reporting, screening, and immunisations systems).
* Use email for both personal and generic practice emails.
Stock Ordering
* Checking stationary, clinical, and cleaning stock and organising orders as needed.
Practice Project Support
* Become involved with the Green Practice Project, identifying areas of improvement and championing new initiatives.
* Attend Patient Participation Group meetings, producing minutes, assisting with actions, and organising future meetings.
Person Specification
Experience
* Highly literate, with good written English and the ability to understand and learn medical terminology.
* Highly IT literate with experience of Microsoft Outlook, Word, and web-based applications/forms.
* Able to work well in a team environment, sharing workload and collaborating with the admin and wider surgery team.
* Excellent personal communication skills; able to deal with patients and their carers in a sensitive and professional manner.
* Previous experience of office administration in a small business environment.
* Previous knowledge of the EMIS Clinical System.
* Familiarity with the local area and NHS services.
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.
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