Responsible for managing a broad spectrum of tasks related to appointment systems, timetables, and governance duties, particularly concerning GDPR and safeguarding regulations. Responsibilities include, but are not limited to, processing GDPR and safeguarding toolkits, ensuring all actions are completed, and maintaining due diligence in operational activities. This is done in strict adherence to practice and government guidance and policy.
Main duties of the job
Duties of this role include:
1. Maintaining the practice appointment system and creating timetables.
2. Following policy for patients who do not attend appointments.
3. Supporting complaints and SEA management.
4. Supporting governance and safeguarding.
About us
ASA Medical Group is a GP practice in Doncaster based over 3 sites. We have a patient capacity of 21,000 patients and 50 staff with a broad range of skills mix providing care and adhering to all NHS contracting. The practice is rated good with the CQC.
Job responsibilities
Occasionally, there is a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
1. Creating and maintaining the practice appointment system.
2. Timetabling holidays ensuring clinical coverage at all sites.
3. Creating timetables for registrars and medical students, adding any debrief requirement to the system.
4. Undertaking inductions for medical students in the absence of the Business Support Assistant.
5. Managing the practice DNA systems following policy.
6. Managing the practice complaints and SEA requirements adhering to NHS policy.
7. Supporting the completion of a GDPR Data toolkit annually, maintaining the requirements of the GDPR.
8. Maintaining a SARS register and completing all requests in the relevant time period encompassing the EMR services.
9. Supporting the completion of the Safeguarding RAG toolkit annually.
10. Organising MDT meetings for safeguarding purposes.
11. Processing safeguarding report requests.
12. Supporting the management of Freedom of Information requests.
13. Ensuring all policies and privacy notices are updated in all areas of responsibility.
14. Ensuring privacy notices are published to the practice websites.
15. Scanning documentation for GDPR, safeguarding and coding as required.
Person Specification
Experience
* Experience of establishing effective office administrative systems.
* Experience of working in a healthcare setting.
Skills
* Excellent communication skills (written and oral).
* Clear, polite telephone manner.
* Competent in the use of Office and Outlook.
* EMIS / SystmOne.
* Effective time management (Planning & Organising).
* Ability to work as a team member and autonomously.
* Good interpersonal skills.
* Problem solving & analytical skills.
* Ability to follow policy and procedure.
* Experience of working with the general public.
* Polite and confident.
* Flexible and cooperative.
* Motivated.
* Forward thinker.
* High levels of integrity and loyalty.
* Sensitive and empathetic in distressing situations.
* Ability to work under pressure.
Other requirements
* Flexibility to work outside of core office hours.
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