Job Summary
Following a recent retirement, the Lydney Practice (part of G DOC LTD) is seeking to appoint an Administrative Team Lead. The role is both the senior medical administrator for the practice and leader of the administrative team. This is a senior position in the practice and the post holder will work closely with the Practice Manager, the Lead GPs and the wider clinical team. The Administrative Team Lead will have overall responsibility for medical administration in the practice including ensuring the efficient and effective processing of patient records, results and referrals, ensuring compliance with NHS and CQC policies, data compliance and confidentiality, and dealing with enquiries, audits and evolving medical admin requirements. In order to achieve this the Administrative Team Lead will also need to lead and manage the administrative team staff members. This will include line management, training, recruitment, and coherence of the team to achieve effective medical administration across the Practice.
The Care Quality Commission requires us to have a complete employment history from the age of 16, including explanations for any gaps in employment.
Closing date: 04 April 2025
Main duties of the job
* Responsibility for all Medical Administration in the Lydney Practice. Working with the Practice Manager and Clinical Lead GP to ensure an effective, efficient and timely medical administration service is provided to patients.
* Lead the Medical Administration team in the Lydney Practice. Ensure that the Administration team are working effectively both individually and as a team. This will require leadership, line management, support, and a strong understanding of primary care information governance and Medical Administration.
* Ensure mandatory regulations and policies are followed including information governance and patient data compliance and confidentiality.
* Working with the Practice Manager and Lead GP, ensure continuous improvement of Medical Administration in the practice to support best patient outcomes. This will include policy and process reviews, audits, cross-training within the team, and changing the operating model in response to regulatory changes and/or emerging technology.
* For the right candidate and over time there may be the opportunity to evolve this position into a wider geographical Administrative Compliance & Information Governance role supporting the G DOC LTD Team.
Working Conditions
The job is primarily Lydney, Forest of Dean based; however, there may be occasional independent travel required to other G DOC sites and services in Gloucestershire including Gloucester city.
Frequent, prolonged VDU use.
About Us
You will be required to be immunised in compliance with Green Book (link attached) and NHS recommendations for your role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced local GPs.
Job Description
Job responsibilities
* Management of the Practice Administrative team members including Line Management (excluding clinical) responsibility for Administrators, Medical Secretary, GP Assistant, Coder, Care Co-ordinator.
* This line management responsibility includes involvement in recruitment, training, retention, performance appraisals and HR processes.
* Overall responsibility for all Administrative Team requirements including Document Management and scanning, Medical Reports Administration, Coding of Medical correspondence.
* Supporting QOF: Recalls sending invites for LTC reviews, childhood vaccinations, adult vaccinations (Pneumococcal, shingles, flu), high risk drug monitoring, cervical smears, PSA, MGUS, Familial hypercholesterolemia, Intramuscular injections.
* GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
* Monitoring footfall tasks assigned to Admin or the Nurses.
* Dealing with online access requests / queries.
* Referrals - raising referrals, dealing with referral queries from patients.
* Patient requests for information (including Subject Access Requests), and medical reports.
* NHS, CQC and G DOC LTD Administrative requirements and compliance with policies.
* Links to Primary Care Support England, dealing with patient requests, urgent enquiries and patient list validation.
* Compile and submit information reports on compliance status, actions and workplan.
* Submitting claims (including CQRS, PHES, GCCG, FP34), liaising with the FOD, PCN monitoring IIF.
* Organisation of Administrative Rota and cross-cover as required.
Working conditions
* Frequent, prolonged VDU use.
* High levels of accuracy and attention to detail essential at all times.
* Occasional work in a time pressured environment.
* Some exposure to distressing situations and written material.
Other Responsibilities With The Practice
* Applying Practice policies, standards and guidance;
* Contributing to the teaching and training of trainees, new employees and employees who are undertaking training;
* Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety;
* Contributing to evaluation/audit and clinical standard setting within the organisation as applicable to your role;
* Attending training, Practice meetings and other meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;
* Contributing to audits and written returns to ensure that the Practice meets quality standards and receives the designated funding, as appropriate to your role;
* Treating colleagues with courtesy and respect;
* Complying with G DOCs values, and the values of your practice/team.
Confidentiality
* Comply with the Confidentiality Agreement.
Health & Safety
* Under the Health and Safety at Work Act 1974, you have a personal responsibility to have regard to your own and others safety.
* Health and safety hazards should be reported to the Practice Manager.
Safeguarding
Safeguarding is everyone's responsibility. You will
* Ensure you are familiar with G DOCs safeguarding procedures.
* Report all concerns promptly, following the safeguarding procedures.
* Ensure that you maintain an appropriate level of safeguarding training for your role.
Equality and Diversity
You will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
Quality and Patient Safety
You will strive to maintain quality within the Practice, and will:
* Alert other team members to any concerns about clinical governance or quality and risk.
* Assess own performance and take accountability for own actions, either directly or under supervision.
Communication
You should recognise the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members, including through use of email, TeamNet and other agreed communication channels;
* Communicate effectively with patients and carers.
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