Job Responsibilities: The duties and responsibilities to be undertaken by members of the Support Team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Support Team Leader, Operations Manager or Practice Business, depending on current and evolving Practice workloads and staffing levels: GP & Clinical Admin Provide an effective and efficient audio, copy typing and word processing service for the GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate, quality and timely manner. Process patient referrals NHS eReferral system selecting the appropriate speciality and clinic. To assist in the processing of all 2WW (2 week wait) referrals within the appropriate timescale. To maintain a working knowledge of the local NHS services, including the clinics and specialties available, referral criteria and requirements and the appropriate forms and/or systems to be used. To liaise with other healthcare services to expedite patient referrals and/or appointments and to chase and/or request repeat copies of patient results, outpatient clinic letters and or patient discharges. To arrange patient transport as and when required in accordance with current local guidelines and restrictions. To make patient appointments, bookings and arrange admissions as and when required. To complete all Practice tasks assigned to you and to contribute to the completion of tasks assigned to the Support Team. Identify scanned completed medical reports and pass to the Finance Manager for invoicing before dispatch. Ensure items for patient collection have been paid for in advance and are scanned, enveloped and passed to Reception. Telephone patient to advise that the report is ready and the cost. Action and complete all GP & Clinical Admin requests received by email, manual note or S1 task including contacting the patient where appropriate to arrange any follow-up tests or appointments or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care. Provide liaison between the Practice and community based nursing services including ICMT, Intermediate Care and the District Nursing Teams to facilitate care and support for patients as required Referrals To liaise with patients and other health agencies by telephone as required, providing a polite, constructive and effective telephone support service. To provide incoming telephone call support to the team as required, action requests and/or taking messages as and when appropriate. To assist the Support Team Leader and/or Practice Manager with clerical and administrative duties as required. To maintain appropriate entries and record keeping in the Practice clinical system as required by your role and duties. To run reports and data searches as and when requested to do so and submit the data to the Practice Manager. To retrieve and file manual patient records as required. Contribute to the maintenance and running of the Practice Gold Standards and Child Protection Registers and any waiting lists. Support the Practice with multi-disciplinary work including complex case and admission avoidance referrals. Maintain and action incoming emails to the Practice admin nhs.net email account action work as required. Provide ad-hoc support to the Reception & Admin Team as required, including relief reception and/or telephone cover and cover for meetings, training or staff absence as directed. Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager. Support the Patient Data Team with the following duties at times of high workload:- Maintenance and oversight of the practice generic email box, ensuring that all incoming emails are actioned or distributed accordingly. Provide effective and timely scanning service uploading and recording patient data on to the Practice clinical system including identification and coding of new problems, diagnoses and treatments from outpatient, community and discharge letters/reports received by the practice. Adhere to the practice protocol for the processing of incoming discharge, outpatient clinic and other provider (WCF/OOH/111 etc) letters. Ensure that letters are processed in an accurate and timely manner. Provide an effective coding service to ensure that clinical records are kept up to date and that full data is extracted and recorded in a timely manner to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG clinical priorities and any other ad-hoc or in-house Practice coding requirements. Action workload in the for coding task box. Manage workflow and allocate documents to GPs as appropriate. Maintain the Dispensary Delivery Service register and send accepted application forms to the Practice Pharmacy Technician for medication alignment. To provide admin support to all patient recall processes. This could include send bulk letters and/or text messages to involute patients for reviews, clinics or other procedures. Summarise new patient notes in an accurate and timely manner to ensure practice clinical records are kept up to date and that full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG and LCG clinical priorities and any other ad-hoc or in-house coding requirements. Highlight any data issues or concerns with the Data & Systems Manager. Check new GP2GP registrations to ensure that received patient data has been coded in an appropriate way. Process incoming bulk data submissions to ensure that patient records are updated in an accurate and timely manner. Process incoming national screening campaign results and information and ensure that the data is coded and recorded as appropriate on the patients record (for example, national bowel and breast screening campaigns). Maintain and complete the annual diabetic retinopathy screening register validation. Provide admin support to any audit processes as requested. Process incoming childhood immunisation data and arrange appointments and recalls in accordance with the current programme. Work alongside the Lead Nurse to ensure a high uptake and flag any patients for concern to the appropriate GP/Safeguarding Lead. Process all patient deductions and arrangement the return of notes to the Health Authority. Process incoming patient death notifications, advise the team and arrange the return of notes to the Health Authority as appropriate. Process patient and/or third party requests for copies of medical records, ensuring that appropriate consent and authority as provided. Liaise with the Data & Systems Manager to resolve any queries or concerns notes requests Maintain and promote the Practice Carers register including updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register and providing details of the GP Carers Prescription service. Action and complete all Patient Data requests received by email, manual note or S1 task including contacting the patient where appropriate or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care. Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager, Management Support or Support Team Leader. Support the Support Role with the following duties at times of high workload:- To date stamp and sort the daily incoming post in accordance with Practice protocols identifying those post items that need to be seen by a GP and those that should be processed by the Support Team. Distribute all remaining post to the remainder of the Practice as appropriate including GP Boxes. Prepare and frank the out-going mail and deliver to the local Post Office (or post box). Arrange postage and collection of out-going parcels. To complete general administrative duties including photocopying and faxing as required. Keep the Support Team office, notice-boards and the Practice meeting room and upstairs kitchen tidy and free from obstructions and clutter Fax and photocopy as requested Patient notes and correspondence: o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to o Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen. o Ensure records are kept in good repair with all necessary information on the outside cover clearly visible. Photocopying of patient notes for copy notes requests and processing the S1 patient downloads. 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