Job summary
:
You will be responsible for the delivery of a highquality and efficient administration service and will provide comprehensive secretarial/adminsupport to the practice team, including all doctors and health professionals/clinicians. You will be responsible for admin duties suchas working through workflow lists and tasks plus letters, reports, and otherclinical documents. You will work wellunder pressure in a fast-paced environment and will be able to exercise initiative,be proactive and be able to problem solve.
You will be expected to work flexibly within thisvaried role.
Job responsibilities:
Provide an excellent and efficient administrationservice for our patients and for the practices growing clinical team and healthprofessionals as required. This includes the typing of letters, reports,patient referrals, and other clinical documents in an accurate and qualitymanner.
To assist the practice manager,assistant ops manager and admin team with all clerical and administrativeduties.
Action tasks and workflow lists in atimely and efficient manner.
Review and prioritise workload inorder to ensure all work is completed in a timely manner.
Support and implement processes in relationto improvement of efficiencies.
To make appointments, bookings, andadmissions as and when required.
Contact and liaise with hospitalsand other outside agencies as requested in relation to patient care andappointments.
To support the assistant operations managerto liaise and arrange meetings (to include the booking of rooms) as requiredand to attend meetings and take minutes.
Support patients through their practicejourney.
To help with practice promotionalmaterial and displays for patient education and new services etc.
To establish and maintain filing andadministrative systems so that written or computer information is easilyaccessible and secure.
To retrieve medical records andassist the completion of medical/insurance records.
Toaction SARS requests for patient records for legal and other purposes
File patient records andcorrespondence in patient medical records.
To receive incoming and initiateoutgoing telephone calls in order to facilitate timely and appropriate communicationswith others, taking messages and dealing with appropriate queries.
To maintain the computer clinicsystem and referral pathways in an accurate and secure manner.
To assist with the gathering ofstatistics and information when required and be involved in quality audits.
To provide cover for members of the admin/secretarialteam as well as provide cover for members of the admin/reception team duringperiods of sickness and annual leave.
To process all incoming and outgoingelectronic mail and maintain a pending system.
Responsible for developing and maintainingown processes to ensure patient care is paramount and highlighting any issues tothe appropriate member of staff.
Sort,scan and attach incoming post and then distribute to the appropriate person/sin the absence of the admin team.
Culling and sorting patient records and letters inpreparation for summarising
Reviewing medical records and producing anaccurate summary of the patients medical history from both GP2GP and non GP2GPregistrations.
Read coding of information into the practiceclinical system
Auditing data collection standards in the practice
Monitoring patient call and recall systems.
Filing and retrieving paperwork
Confidentiality:
In the course of seeking treatment,patients entrust us with, or allow us to gather, sensitive information inrelation to their health and other matters.They do so in confidence and have the right to expect that staff willrespect their privacy and act appropriately.
In the performance of the dutiesoutlined in this job description, the post-holder may have access to confidentialinformation relating to patients and their carers, practice staff and otherhealthcare workers. They may also haveaccess to information relating to the practice as a businessorganisation. All such information from any source is to be regarded asstrictly confidential.
Information relating to patients,carers, colleagues, other healthcare workers or the business of the practicemay only be divulged to authorised persons in accordance with the practicepolicies and procedures relating to confidentiality and the protection ofpersonal and sensitive data.
Health and Safety:
The post-holder will assist in promotingand maintaining their own and others health, safety and security as defined inthe practice Health & Safety policy, the practice Health & Safety manual,and the practice Infection Control policy and published procedures. This willinclude:
Using personal security systems withinthe workplace according to practice guidelines
Identifying the risks involved inwork activities and undertaking such activities in a way that manages those risks.
Making effective use of training toupdate knowledge and skills.
Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health andsafety hazards and infection hazards immediately when recognised
Keeping own work areas and general /patient areas generally clean, assisting in the maintenance of generalstandards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infectioncontrol training (minimum annually)
Reporting potential risks identified
Demonstrate due regard forsafeguarding and promoting the welfare of children.
Equality and diversity:
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
Acting in a way that recognizes the importance ofpeoples rights, interpreting them in a way that is consistent with practiceprocedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefsof patients, carers and colleagues.
Behaving in a manner that is welcoming to and ofthe individual, is non-judgmental and respects their circumstances, feelingspriorities and rights.
Personal/Professionaldevelopment:
The post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, such trainingto include:
Participation in an annual individual performancereview, including taking responsibility for maintaining a record of own personaland/or professional development.
Taking responsibility for own development, learningand performance and demonstrating skills and activities to others who areundertaking similar work.
Quality:
The post-holder will strive to maintain qualitywithin the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability forown actions, either directly or under supervision
Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance.
Work effectively with individuals in otheragencies to meet patients needs.
Effectively manage own time, workload andresources
Communication:
The post-holder should recognize the importance of effectivecommunication 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 andrespond accordingly.
Contribution tothe implementation of services:
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how thepolicies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Person Specification
Experience
Essential
1. Experience working in a healthcare setting.
2. Previous administration role experience
3. Working within a busy office based environment.
Desirable
4. Experience of working in Primary Care
5. Experience of working within a changing environment
Knowledge and Skills
Essential
6. Strong IT Skills Microsoft/Excel Packages
7. Prioritisation and Planning with good time management skills
8. Well organised
9. Ability to make own decisions and prioritise workload
10. Exercise initiative and problem solve
11. Attention to detail and good levels of accuracy
12. Confidentiality & GDPR
13. Excellent communications including the ability to listen, must include communication skills via:
14. -Telephone
15. -Email
16. -In person
Desirable
17. EMIS user
18. Ability to use and decipher read codes
19. Previous use of medical terminology
Qualifications
Essential
20. English and Maths GCSE A to C or equivalent
Desirable
21. Secretarial qualifications.
22. Experience of audio typing.
Qualities/Attributes
Essential
23. Personable and Approachable
24. Ability to work effectively under pressure in a fast-paced environment
25. Sensitive and empathetic
26. Hardworking and reliable
27. Self-motivated
28. Resourceful
Other
Essential
29. Ability to work flexibly.
30. Willingness to undertake assessment and complete further training or qualifications.