Job responsibilities
JOB DESCRIPTION
JOB TITLE SECRETARY / ADMINISTRATOR
REPORTS TO PRACTICE MANAGEMENT TEAM / ADMIN LEAD
HOURS PART TIME 30 HOURS
Job summary
Must
be able to provide an efficient audio, copy typing and word processing service
for GPs and health professionals as required, using Lexacom. This includes the
typing of letters, reports, patient referrals in an accurate and quality
manner. Managing choose & book to make appointments, bookings and
admissions as required including e-referrals.
There will also be a requirement to support our Recall Manager in maintaining
and monitoring our Chronic Disease registers, this will include running of
reports to identify patients, contacting patients to invite for reviews,
submitting claims each quarter for payment and ensuring registers are maintained.
Person Specifications for the job
Essential
- audio typing experience, good knowledge of Microsoft software and experience
of working in a GP practice.
Desirable
- SystmOne experience and medical terminology
Overview of your organisation
We are
a busy GP practice with over 9450 patients. 1 GP partners, 2 salaried GP, 4 GP
Locums, 2 ANPs, 3 Practice Nurses, 1 Nurse Associate, 1 HCA and a Phlebotomist. We work collaboratively with our PCN
Wentworth 1 and we have additional ARRS staff which include: ACP, Social
Prescribing Link Workers, Clinical Pharmacists, Pharmacy Technicians,
Physiotherapists, Care Co-Ordinators, Mental Health Nurses.
Job summary
To
provide general secretarial support to the clinical staff and other health care
professionals, involving word processing and audio typing skills with general
clerical work. An element of support
will also be required to support our Recall Manager with the Chronic Disease
registers.
Job responsibilities
To be responsible
for the delivery of accurate referral letters and other correspondence using
the Electronic Referral Service (ERS)
To monitor
Electronic Referral Service (ERS) daily for any referrals that require further
input and to deal with any advice and guidance requests.
To type referral
letters, reports and GPs correspondence as required from audio and manuscript.
To deal with
tasks relating to SystmOne Referrals
General
secretarial duties including filing, reports, scanning etc.
To act as a point
of contact for GPs, patients, relatives and other external bodies, acting as
necessary ensuring a full audit trail.
Arrange urgent
referrals and keep records of all patients referred under fast track (2 week
wait) rule.
To monitor /
maintain C The Signs cancer platform.
Ensure accurate
input of information to medical computer system and that all data input is
coded correctly.
Deal with outside
agencies with regards to any other requests such as Safeguarding and
Multi-Disciplinary Team Meetings, Coroners.
Support our Admin
Lead with Insurance, Solicitor and IGPR work.
Support our
Recall Manager to maintain and monitor our Chronic Disease registers.
Answer telephone
at busy times to support reception and admin team.
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
Undertaking
periodic infection control training (minimum annually)
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 recognizes 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, 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