Job summary We are the one of, if not the leading practice in the local area for patient care and delivery. We have a fantastic friendly team and are looking for another member for our reception team. Helping patients and supporting the team in delivering healthcare is an extremely satisfying and rewarding opportunity. PLEASE NOTE, some posts attract a high volume of applications, therefore the Practice may close a post early if it is deemed that there are enough applications for the vacancy. Main duties of the job To help streamline the flow of clinical correspondence through the organisation, by reducing the number of letters that GPs need to process. This should ensure that GPs are able to give priority to the most appropriate correspondence. This will include emails and clinical tasks. The post holder will identify and code any key clinical data from correspondence, such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information e.g. BP recordings, height, weight, smoking status etc. Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety. You must be computer literate and possess good communication skills. The clinical system we use id EMIS. About us We are a rural practices situated in beautiful villages with picturesque views. The practice provides excellent levels of patient care. We have GPs, ANPs, Nurses, Pharmacists, HCAs, Mental Health Practitioner, GPAs a Musculoskeletal Practitioner.. We have an excellent management team structure that includes Partners, Practice Manager, Operations Manager,, Management Assistant, Clinical Support Manager & Admin Manager - so you will be well supported. Date posted 03 November 2024 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A2234-24-0015 Job locations Kiddemore Green Road Brewood Stafford ST19 9BQ Kiddemore Green Road Brewood Stafford ST19 9BQ Leabank House The Cobbles Stafford ST19 9NB Job description Job responsibilities Please see attached job description. Job responsibilities: Administration To have a thorough knowledge of all practice procedures To work in accordance of written protocols Pulling/filing notes for surgeries and updating as necessary Filing post in medical records Photocopy as requested Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible. Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required. Scanning, coding incoming clinical correspondence. Coding Identify relevant clinical information contained in patient correspondence Code and if appropriate free text the clinical information on to the patient record Deal with queries relating to coding Workflow Main Duties Process Practice correspondence (paper, electronic, email) attaching it to the patient record Code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member e.g. contacting patients to make appointments or completing referrals Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols. Telephone Have working knowledge of telephone/bleep system, during and after hours Cover for telephonist when necessary Other Tasks Any other tasks allocated by managers 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 Health & safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly Contribution to the implementation of services: The post-holder will: Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Job description Job responsibilities Please see attached job description. Job responsibilities: Administration To have a thorough knowledge of all practice procedures To work in accordance of written protocols Pulling/filing notes for surgeries and updating as necessary Filing post in medical records Photocopy as requested Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible. Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required. Scanning, coding incoming clinical correspondence. Coding Identify relevant clinical information contained in patient correspondence Code and if appropriate free text the clinical information on to the patient record Deal with queries relating to coding Workflow Main Duties Process Practice correspondence (paper, electronic, email) attaching it to the patient record Code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member e.g. contacting patients to make appointments or completing referrals Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols. Telephone Have working knowledge of telephone/bleep system, during and after hours Cover for telephonist when necessary Other Tasks Any other tasks allocated by managers 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 Health & safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly Contribution to the implementation of services: The post-holder will: Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Person Specification Requirements Essential IT Skills Current Driving Licence with own transport as will be required to work across all practice sites - Brewood and Wheaton Aston Indepth knowledge of Emis Web & Docman 10 Medical Terminology Previous workflow optimisation experience Qualifications Essential GCSE grade A to C in English and Maths Experience Essential Experience of working in a GP practice Person Specification Requirements Essential IT Skills Current Driving Licence with own transport as will be required to work across all practice sites - Brewood and Wheaton Aston Indepth knowledge of Emis Web & Docman 10 Medical Terminology Previous workflow optimisation experience Qualifications Essential GCSE grade A to C in English and Maths Experience Essential Experience of working in a GP practice Employer details Employer name Brewood Medical Practice Address Kiddemore Green Road Brewood Stafford ST19 9BQ Employer's website https://www.brewoodsurgery.nhs.uk (Opens in a new tab)