GP Practice Administrator - 12 month fixed term contract - 16hrs/week
We are a friendly three-partner GP Practice in Stalybridge, Tameside. We are looking to recruit an experienced GP Administrator to join our busy team.
The job is for 16 hours/week spread over 3 weekdays - Days may vary each week but will include Fridays.
Main duties of the job
The GP Administrator will play a vital role in supporting the smooth operation of the St Andrews House GP practice by handling a diverse range of tasks, including reception duties, Quality and Outcomes Framework (QOF) management, administrative work, secretarial duties, and other miscellaneous responsibilities. This is a new role and job functions will be evolving over time. The role requires excellent organisational skills, attention to detail, multitasking abilities, and strong communication skills to provide comprehensive support to the practice team. The job will require knowledge and use of EMIS Web, Docman, the e-referral system, read-coding, summarising, record transfer, etc.
About us
The GP Practice is located in Stalybridge Town Centre, close to the bus and train station. We are housed in a large Victorian building with plenty of accommodation. We are part of Stalybridge, Mossley and Dukinfield Primary Care Network and the PCN hub is situated on the first floor of our surgery building.
We pride ourselves on a strong and friendly team ethic, whilst ensuring our patients receive the high level of care that we provide.
Job responsibilities
Key Responsibilities:
Reception Work
* Provide a welcoming, efficient, and professional service to all patients and visitors.
* Handle patient appointments, enquiries, & requests in person and via phone or email.
* Register new patients, update patient records, and manage appointment scheduling.
* Process repeat prescription requests and liaise with clinicians for prescription reviews.
* Maintain confidentiality and ensure that sensitive information is handled appropriately.
* Support patients with the use of the NHS App.
Quality and Outcomes Framework (QOF)
* Assist in the effective management of QOF by ensuring accurate data entry, coding, and monitoring of clinical performance indicators.
* Work closely with clinical staff to ensure the practice meets its QOF targets and deadlines.
* Identify areas for improvement in QOF performance and support the implementation of corrective actions.
Administrative Work
* Perform general administrative tasks, including managing correspondence, filing, data entry, tasking, and document management.
* Use the Docman system to workflow letters and documents to clinicians and then process responses/tasks to arrange appointments, action, or code appropriately.
* Manage the workflow of clinical correspondence, ensuring timely distribution and follow-up actions.
* Work through patient specific lists to support audits, enhanced services, QI work, etc.
* Maintain and update practice databases and ensure accurate record-keeping.
* Assist with practice audits and support the preparation of reports for practice meetings.
* Undertake read-coding tasks as required.
* Maintain patient notes, record transfers with PCSE, undertake note summarising, etc. with an understanding of the GP2GP system.
Management Support
* Assist the practice director/manager with day-to-day management tasks, including rota coordination, stock control, and supplies ordering.
* Provide administrative support when required for meetings, including preparing agendas, taking minutes, and following up on action points.
* Assist with the implementation of practice policies, procedures, and compliance with CQC and NHS regulations.
Secretarial Work
* Provide secretarial support to clinicians by preparing and typing referral letters, reports, and other correspondence as required.
* Liaise with hospitals, specialists, and other healthcare providers to facilitate smooth patient referrals and coordination of care.
* Process referrals in a timely manner via the e-referral system and community pathways.
* Carry out ad-hoc tasks as requested by the practice director/manager or clinical staff to ensure the smooth running of the practice.
* Assist with the training of new staff and support team members as needed.
* Help in managing patient feedback and handling complaints in accordance with practice procedures.
Person Specification
Experience
* Previous experience in a healthcare setting, preferably in general practice.
* Good knowledge of the EMIS Web system.
* Good knowledge of the Docman workflow system.
* Knowledge of coding and summarising.
* Knowledge of the e-referral system and referrals pathways.
* Understanding of record transfer and GP2GP.
* Familiarity with the Quality and Outcomes Framework (QOF) and clinical data management.
* Proficiency in Microsoft Office (Word, Excel, Outlook) and other relevant software.
* Strong organisational and time management skills.
* Excellent communication skills, both written and verbal with a friendly, helpful, and approachable manner.
* Ability to multitask and prioritize workload effectively.
* Strong attention to detail and accuracy in administrative tasks. Knowledge of medical terminology.
* Ability to work independently and as part of a team.
* Commitment to maintaining patient confidentiality and a high level of professionalism.
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.
£13.50 an hour, £11,262.00 for the 16 hours/week.
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