Referrals Administrator

Job description

Job responsibilities

Preparing letters, reports and associated documentation as required

Processing referrals using the electronic referral system (ERS)

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

Managing all enquires in a polite, effective manner

Monitoring and actioning incoming email

Processing letters as requested

Scanning of patient related documentation and attaching scanned documents to patients' healthcare records

Inputting data into the patients healthcare records as necessary

Clinically coding data on clinical system (EMIS)

Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

Managing all administrative queries as necessary

Carrying out system searches as requested

Maintaining a clean, tidy, effective working area at all times

Supporting all clinical and administrative team with general administrative tasks as requested which may include assisting with the scanning and work flowing of clinical documents, registering new patients, providing cover for other members of the admin team during periods of sickness or annual leave which may include working additional days/hours.

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 will 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.

• Failure to observe these rules will be regarded by your employers as serious or gross misconduct, which could result in disciplinary action being taken against you.

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, to 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

• To co-operate in maintaining their place of work in a tidy and safe condition.

Non-Smoking Policy

Courtside Surgery operates a Non Smoking Policy, which limits smoking in the workplace. Employees are required to observe the rules laid down in the policy and failure to do so may result in disciplinary action being taken.

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 which 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.

Person Specification

Experience

Essential

• Experience of working in an administrative role.
• Proficient in IT and willingness to learn new systems.
• Ability to prioritise workload.
• Able to work proactively, multi task and use initiative.
• Excellent communication skills written and verbal.
• Accuracy and attention to detail.
• Flexible approach to undertaking a wide variety of tasks.
• Willingness to learn new skills and processes.
• Team player
• Confident in working independently

Desirable

• Experience working in GP surgery or other NHS/medical organisation
• Experience of managing confidential information
• Experience of working in a customer focused environment

Qualifications

Essential

• Good general education including GCSE passes in Maths and English or equivalent.

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.

Employer details

Employer name

Courtside Surgery

Address

Kennedy Way

Yate

Bristol

BS37 4DQ

Employer's website

https://www.courtside.nhs.uk (Opens in a new tab)