Job summary
The GP Assistant holds an important position within the admin team. The role, designed support the GP's and wider clinical team, by ensuring patients records are up to date with their most recent clinical data.
The successful applicant should be a confident team player, ideally with previous NHS experience with primary care knowledge.
The post is 30 hours per week over 4 days.
Main duties of the job
Reporting to the Business manager, the GP Assistant will co-ordinate with the clinical team, to assist with the completion of routine administrative tasks. This will include but is not limited to;
Sorting clinical post and prioritising distribution between members of the clinical team.
Processing of clinical documents and extracting data for coding into patient records.
Arranging follow-up appointments for referrals and further tests.
Patient referrals to other services including secondary care.
About us
Central Surgery is located in the historic town of Barton-Upon-Humber with a branch site in Goxhill. Committed to serving the local community and surrounding rural area, we have a patient list size of approximately 17000 patients.
The surgery is lead by 6 GP partners, and is supported by a team of over 50 clinical and none clinical staff. We are proactive members of the North Care Network, working with other North Lincolnshire Surgeries to promote care and services available to all patients.
Job description
Job responsibilities
Job Purpose:
The purpose of the GP Assistant is to work alongside the PCN and practice teams to support the smooth running of clinics by performing routine administration and clinical tasks, providing efficient administrative support, and assisting in the processing of patient data. The overall aim of the position is to help reduce the administrative workload pressures of the wider clinical team including the GPs so they can focus their time on the clinical care of their patients.
To ensure that all incoming and internal patient correspondence is stored in the patients medical record and relevant information is coded.
To be able to locate documents as needed by the clinical and non-clinical staff.
To carry out administrative related tasks as delegated by the doctors and non- clinical staff and ensure actions required by the clinical team are highlighted for their attention.
Main Duties and Responsibilities
- Sorting clinical post and prioritising for the GPs, signposting some post to other members of staff such as the clinical pharmacist as per practice policies.
- Take action as directed by other team members regarding correspondence received for practice patients, including arranging follow up appointments and arranging further tests.
- Follow practice protocols to ensure consistent and high-quality care is provided to our patients and document processing is dealt with in a timely manner.
- Extracting Information from clinical letters that needs coding and adding this to the patient record inc but not limited to QOF data and safeguarding information.
- Work with clinical staff to set agendas and take minutes for the clinical meetings.
- Action pathology tasks as directed by clinicians and oversee management of distribution of pathology and timely completion.
- Raise any queries to the clinicians and practice manager to ensure consistency and quality of data is maintained.
- Preparing agendas and producing minutes for clinical meetings.
- Work effectively with individuals in other agencies to meet patients needs.
Scanning/Correspondence duties
- Open, sort and date stamp all incoming paper patient-related mail.
- Scan patient-related documents onto their medical record where an action is required by the clinical team and raise a task to alert the requirement for action. Ensure documents requiring action are scanned on within a 48/72 hr timescale.
- Deal with any administrative actions as indicated within the correspondence.
- Responsible for checking the practice NHS mail inbox and distribute contents accordingly.
- Hospital letters coming through NHS mail to be attached to patient records and tasks raised where further actions are required.
- All relevant read coding should be added to the patient record.
- Action incoming electronic mail tasks, i.e., NHS 111, Out of Hours correspondence and hospital letters adhering to the correspondence management protocol.
- Complete or distribute accordingly as per practice protocols, ensuring any administrative actions are completed.
- Read code relevant information onto the patient record.
- Deal with any follow up actions as directed by the clinical team, such as arranging follow up appointments or sharing update information with the patient.
Read Coding
- Identify relevant clinical information contained in patient correspondence that requires read coding.
- Code and free text the clinical information on to the patient record.
- Deal with queries relating to coding.
Correspondence Follow Up Actions
- Contact patients and advise of GP actions from incoming hospital letters in a timely manner, such as arrangement of patient follow up appointments.
- Create and update tasks relating to correspondence actions to detail what action has been completed to close the action.
- In the event the patient cannot be contacted, update this on the task and prioritise for follow up action. Utilise other options to contact the patient if necessary, such as AccuRx SMS or mailing a letter to the patient.
Pathology
- Distribute pathology test results to clinicians working that day due to clinician absence as per practice protocols.
- Action tasks generated by clinicians in relation to pathology results.
- Action repeat pathology task inbox, making relevant appointments as needed.
Job description
Job responsibilities
Job Purpose:
The purpose of the GP Assistant is to work alongside the PCN and practice teams to support the smooth running of clinics by performing routine administration and clinical tasks, providing efficient administrative support, and assisting in the processing of patient data. The overall aim of the position is to help reduce the administrative workload pressures of the wider clinical team including the GPs so they can focus their time on the clinical care of their patients.
To ensure that all incoming and internal patient correspondence is stored in the patients medical record and relevant information is coded.
To be able to locate documents as needed by the clinical and non-clinical staff.
To carry out administrative related tasks as delegated by the doctors and non- clinical staff and ensure actions required by the clinical team are highlighted for their attention.
Main Duties and Responsibilities
- Sorting clinical post and prioritising for the GPs, signposting some post to other members of staff such as the clinical pharmacist as per practice policies.
- Take action as directed by other team members regarding correspondence received for practice patients, including arranging follow up appointments and arranging further tests.
- Follow practice protocols to ensure consistent and high-quality care is provided to our patients and document processing is dealt with in a timely manner.
- Extracting Information from clinical letters that needs coding and adding this to the patient record inc but not limited to QOF data and safeguarding information.
- Work with clinical staff to set agendas and take minutes for the clinical meetings.
- Action pathology tasks as directed by clinicians and oversee management of distribution of pathology and timely completion.
- Raise any queries to the clinicians and practice manager to ensure consistency and quality of data is maintained.
- Preparing agendas and producing minutes for clinical meetings.
- Work effectively with individuals in other agencies to meet patients needs.
Scanning/Correspondence duties
- Open, sort and date stamp all incoming paper patient-related mail.
- Scan patient-related documents onto their medical record where an action is required by the clinical team and raise a task to alert the requirement for action. Ensure documents requiring action are scanned on within a 48/72 hr timescale.
- Deal with any administrative actions as indicated within the correspondence.
- Responsible for checking the practice NHS mail inbox and distribute contents accordingly.
- Hospital letters coming through NHS mail to be attached to patient records and tasks raised where further actions are required.
- All relevant read coding should be added to the patient record.
- Action incoming electronic mail tasks, i.e., NHS 111, Out of Hours correspondence and hospital letters adhering to the correspondence management protocol.
- Complete or distribute accordingly as per practice protocols, ensuring any administrative actions are completed.
- Read code relevant information onto the patient record.
- Deal with any follow up actions as directed by the clinical team, such as arranging follow up appointments or sharing update information with the patient.
Read Coding
- Identify relevant clinical information contained in patient correspondence that requires read coding.
- Code and free text the clinical information on to the patient record.
- Deal with queries relating to coding.
Correspondence Follow Up Actions
- Contact patients and advise of GP actions from incoming hospital letters in a timely manner, such as arrangement of patient follow up appointments.
- Create and update tasks relating to correspondence actions to detail what action has been completed to close the action.
- In the event the patient cannot be contacted, update this on the task and prioritise for follow up action. Utilise other options to contact the patient if necessary, such as AccuRx SMS or mailing a letter to the patient.
Pathology
- Distribute pathology test results to clinicians working that day due to clinician absence as per practice protocols.
- Action tasks generated by clinicians in relation to pathology results.
- Action repeat pathology task inbox, making relevant appointments as needed.
Person Specification
Qualifications
Essential
- Educated to GCSE level of equivalent
Desirable
- Medical terminology training
- National clinical coding qualification
Person Specification
Qualifications
Essential
- Educated to GCSE level of equivalent
Desirable
- Medical terminology training
- National clinical coding qualification
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
