Job responsibilities
Main Duties and Responsibilities
1. Process new patient registrations in line with the practices registration policy and process. Ensure all steps are followed to achieve a comprehensive, safe and effective registration process.
2. Use the Healthtech1 dashboard to automate new patient registrations. Process manual registrations as required, according to local instructions.
3. Maintain accurate records using Excel spreadsheets.
4. Have responsibility for Emis workflow, ensuring that GP2GP and Registration workflows are filed and actioned regularly.
5. Process and respond to all enquiries received by PCSE in relation to registration issues e.g. duplicate NHS numbers, rejected registrations.
6. Follow established safeguarding procedures at the point of registration, including for new-born babies, children, and patients who may lack capacity for full online access.
7. Review repeat prescription requests received from patients (online, via the NHS App or in paper form), in line with the practices prescribing policy and repeat prescription procedure. Allocate prescriptions to the GP appropriately, ensuring they are processed accurately and efficiently in order to meet the required 48 hour turnaround for patients.
8. Support patients with the repeat medications process and troubleshoot related enquires. Liaise with local pharmacies as required.
9. Deal with clinical correspondence received by the practice, including by email, and prioritise this for the GP in terms of actions. Initiate any administrative tasks which do not require the doctors attention.
10. Extract information from clinical letters, follow established coding protocols and file documents appropriately (Docman 10).
11. File incoming laboratory results and vaccine notifications to the patients record and take the appropriate action.
12. Respond to patient enquiries in relation to online access, including proxy access.
13. Support the reception team by picking up complex patient enquiries which require time and a dedicated approach, so that the main surgery phone line remains accessible for urgent patient enquiries.
14. Chase up clinic letters and documentation from external stakeholders, using the Local Care Record where relevant, and developing a network of local health and social care contacts.
15. Support all clinical staff with general administrative tasks as requested.
16. Assist in the absence of colleagues as and when necessary, by providing cross-cover for reception and admin staff.
17. Identify and provide team training where required, e.g. training reception staff to develop expertise around the medication screen on Emis.
18. Provide varied support to patients and show flexibility in the role.
19. Participate in personal development, training and regular practice/team meetings with the Operations Manager.
20. Carry out other duties as requested by the Operations Manager, Practice Manager and Partners.
21. Use practice email and IT systems in accordance with practice policies and procedures.
22. Ensure that patient confidentiality is maintained at all times in line with the practice policy and The Caldicott Principles.
23. Undertake any other duties appropriate to the grade and purpose of the job.
This job description reflects the core activities of the role at Brockwell Park Surgery and as the post holder develops there will inevitably be changes in the emphasis of duties. It is expected that the post holder will recognise this and adopt a flexible approach to work and be willing to participate in training. If changes to the job become significant, the job description should be reviewed formally by the Operations Manager / Practice Manager and the post holder.
Confidentiality:
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.
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 which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights
Personal/Professional Development:
The post-holder will participate in training implemented by the practice as part of this employment, 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 training, development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
- Completion of all mandatory and recommended training
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 recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise 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 audits where appropriate
