Strawberry Hill Medical Centre is looking for Maternity Cover for our Admin Team Lead/Manager.
You will be proactive and keen to learn, whilst supporting your team.
Job Purpose: To provide admin support to the clinical staff at the surgery and manage the admin team.
Job Title: Admin Team Leader/Manager
Reports to: Assistant Practice Manager/Practice Manager
Division: Administration
Hours per Week: Full Time, 37.5 hours
Status: Temporary Maternity Cover
Location: Strawberry Hill Medical Centre, Newbury. Place based (not work from home role).
Key Areas of Responsibility:
1. Processing prescription requests.
2. Processing letters received from hospitals.
3. Process referrals and advice requests to hospital consultants.
4. Process SARs from patients or their representatives and provide records within the specified timeframe.
5. Death referrals to the medical examiner.
6. Registering new patients.
7. Deducting patients.
8. Summarising medical records that come into the surgery.
9. Monitor Enquiry email inbox.
10. Processing report requests from outside agencies and forms from patients, including taking payments.
11. Post.
12. PPA.
13. Monitor Child Protection email inbox.
14. Appraisals.
This job description lists the main tasks, but it is not exhaustive and will be regularly reviewed and updated in discussion with the post holder.
Key Relations:
* Patient Admin Support Team
* GP Partners
* Practice Manager and Assistant Practice Manager
Key Performance Indicators:
* Patient and staff confidentiality always upheld to highest levels.
* Accurate and timely production of all tasks.
* Confidence in answering and using the telephone.
* Ability to prioritise and demonstrate flexible approach to self-organisation.
* GDPR compliant at all times.
* Ability to promote and demonstrate excellent team working.
* Competent in all IT systems (EMIS, ERS, Docman etc).
* Team Appraisals.
* Management of Staff Absences.
Key Responsibilities:
Prescription Requests:
* Process requests from patients, pharmacies, and care homes.
* Check e-mails, practice website and paper prescriptions.
* Put the request through to the correct clinician within the correct time frame.
* Help patients either online or over the phone with prescription queries/alternative requests.
* Ordering prescription slips from the portal and storing them in the locked cupboard, allocating GPs/Nurses etc a box of script slips.
Processing Letters:
* Use Docman software to attach letters from hospitals or other professionals to the correct patient records.
* Decide if the letter needs to be seen by a clinician and if so workflow to the appropriate person.
* Code weight, height, BP, and smoking status if this is mentioned on letter.
Referrals:
* To use the e-referral electronic system and emails to send referrals and advice requests to the correct hospital/department.
* Check and correct spelling and grammar on referral letters written up by clinicians.
* Monitor the e-referral logs for triage and A&G responses and pass these to the relevant GP.
* To communicate with secondary care services to follow up on referrals or request to expedite appointments.
* Maintain contact list for secondary care and other services.
SAR Requests:
* Check, log, acknowledge and confirm patient consent of all incoming SARs.
* Copy relevant patient records and send by email/post to requestee within the 30 days specified by GDPR.
* Order, receive and return paper records to off-site storage and maintain log of records on site.
Deaths:
* Deduct patients once informed of their death.
* Send out sympathy cards if have relatives/NOK living at same address on the system.
* Action death referral through the electronic referral system.
* Request medical records back from our notes storage system.
* Log information in death register on Docman.
* To order death certificate books when required from the registry office.
Registering:
* Monitor the registrations e-mail address and paper registration forms.
* Register incoming patients with chosen registering doctor.
* Register new patients in a timely manner.
* If issue with information provided to communicate with the patient to get correct information.
* Perform close of quarter.
* Filing records GP2GP.
* Deal with queries that come from PCSE (Primary Care Support England).
Deductions:
* Checking deductions list on EMIS and processing them in a timely manner.
* If patient makes us aware they are living out of area to follow protocol leading to deduction.
* Order medical notes of people who have been deducted and prepare for fortnightly collection.
Summarising:
* Summarise incoming new records onto EMIS accurately and thoroughly.
* Once records are summarised add to correct box for collection from note storage company.
Incoming Emails and enquiries:
* Monitor enquiry e-mail inbox.
* Answer e-mails that can be dealt with by the admin team or pass on to the correct clinical member of staff.
Reports/Patient forms/Letter requests:
* Log all incoming requests and order paper records where required.
* Create and send invoices to third parties (i.e. Insurance companies/solicitors) for report requests.
* Send fee notifications to patients for form/letter requests and take card payments over the phone using our secure system.
* Pass paid for requests to GPs either in person or via eGPR system to complete and monitor their progress, chasing the clinician if delay.
* Send all completed reports/forms/letters to requestee by email/post or leave for collection always following GDPR laws.
Post:
* Ensuring the outgoing mail is franked and delivered to a local post box each evening.
* To open incoming post and distribute as needed (cheques to finance team), sort and scan all clinical letters onto the system.
PPA Claim (Personally Administered Drug Claims):
* To be managed and actioned by the 6th of each month.
* Collect prescription slips for injections given in the surgery, organise, and fill out paperwork for the claim.
* Ensure all prescriptions are signed by GP before posting them out.
Child Protection:
* Monitor Child Protection email inbox at least twice daily (am and pm).
* Log and pass all requests for information to GPs. Code and send back GP responses.
* Code all incoming Child Protection/Domestic Abuse reports and pass to the relevant GP.
Managing the Patient Admin Support Team:
* Overseeing and managing the team on a daily basis.
* Onboarding new team members into Practice.
* Trouble shooting any issues/queries as they arise.
* Being first management contact for the team.
* Liaising and communicating any changes/protocols/processes.
* Supporting the team with the daily running of the office and any changes.
* Monitoring and managing mail boxes when reaching their capacity.
Appraisals:
* Complete independent annual appraisals with Patient Admin Support team.
* Following up and completing any actions as a result of review.
Staff Absences:
* Monitor Patient Admin Support staff holiday requests through Bright HR system and approve or decline.
* Log all Patient Admin Support staff illness/absences on Bright HR system. Following up with return-to-work meetings if required.
Supporting the Senior Leadership Team (SLT):
* Actioning any requests from the SLT as required, this could involve:
o Supporting a team member in enabling them to complete a task.
o Checking the management of the Baby Immunisation Schedule and reviewing they are being booked as they should be.
o Actioning Diabetic Eye Screening Documents as they arrive in Practice.
o Support with the management of Smart Card access and Password resets.
o Reinstating or setting up of door card accesses.
Job Types: Full-time, Temp to perm
Contract length: 12 months
Pay: £12.75-£13.25 per hour
Expected hours: 37.5 per week
Benefits:
* Company pension
* Health & wellbeing programme
* Store discount
Schedule:
* Day shift
* Monday to Friday
Education:
* GCSE or equivalent (preferred)
Experience:
* Customer service: 2 years (preferred)
* Administrative experience: 1 year (preferred)
Language:
* English (preferred)
Work Location: In person
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