Business Support Administrator - 12 Month Maternity Cover Post

Job description

Job responsibilities

Winterton Medical Practice

Job Description

Job Title: Business Support Administrator

Purpose of the Post: Provide administrative support to the Practice Manager, Assistant Practice Manager & Senior Administrator

Main Duties and Responsibilities

Support the work of the Practice Manager, Assistant Practice Manager & Senior Administrator in administrative, policy and service development

Assist the Practice Manager in the day to day running of the practice undertaking duties as necessary

Assist the practice manager with contractual changes, implementing new services, communication with staff and writing/introducing protocols. Maintain knowledge and understanding of procedures, protocols and functions and ensure these are being adhered to.

Be fully competent with the practice clinical system and be able to input and extract data at a high level. Support the Reception Administrator in troubleshooting day to day problems with IT Systems

Sourcing, extracting and presentation of data as required for the needs of the business. Undertaking audits and presenting findings.

Surgical Unit

Add theatre patients to computer system, organise and send out appointments and liaise with patients to support the senior administrator in the running of the surgical unit.

Deal with day-to-day enquiries from surgical unit patients

Maintain waiting list for minor operations and organise appointments.

Organise DNA letters to patients.

Organise letters to patients GPs (eg. DNA/Further info etc.)

Update all information sheets as required which are given to patients and any typing required for the theatre.

Send copies of op notes to patients own GPs and scan onto records

Typing of any dictation from the consultants

Phone practices for nerve conduction study results for patients awaiting carpal tunnel procedures.

Send text reminders for semen samples

General Administration / Enhanced Services

Assist with Enhanced Services searches to initiate payments (such as changing events on S1 to clinical events etc.)

Search and invite patients overdue for their cervical smear. Monitor receipt of smear results from the lab.

Identify patients with subtotal hysterectomy and query need for smear recall/end recalls.

Download data from 24-hour BP machines and handheld ECG and scan onto patient records

Assist the senior administrator with the management of the annual flu clinics / covid vaccination campaigns.

Allocate named GP to patients aged 75 years and older.

Process requests from patients who request registration outside the practice area.

Shingles invite patients falling due for their shingles vaccination.

Identify patients who are pregnant and invite for Whooping Cough vaccination.

Update residential institute status for patients residing in a care home.

Monitor patients with an annual IUD recall and update where needed.

Check practice capitation register against central figures held by NHSE Quarterly

Invite patients for their diabetic review appointments and organise bloods/foot checks prior.

Oversee enhanced access hub clinic sessions and arrange for consultation notes to be sent to Bridge Street/Central Surgery if their patients are seen.

HBA1c and GTT Searches to identify patients to be invited.

Organise ECG Machines for Service/Calibration

Communications Lead

Update the practice newsletter / patient newsletter periodically and communicate information to patients via the practice Facebook page, website, SMS, and TV Screens

Oversee the practice website to ensure this remains current and is regularly reviewed.

Quality and Outcomes Framework

Monitor the disease registers monthly and organise work to ensure improvement of achievement where needed.

Weekly monitoring reports to be done for areas that need completion in short timelines.

Learning disabilities invite patients for their annual health check and arrange home visits to care homes

Asthma Reviews invite patients for their annual health check.

Monitor CKD register to ensure it remains current.

Run dementia toolkit to identify patients for the dementia register.

Produce monthly spreadsheet of recent QOF figures for clinicians.

IIF make sure FIT tests are recorded on Systmone

Research

Offer administration support to the practice research nurses and research GP Leads to maximise recruitment opportunities in the practice.

Organise appointments for research participants where necessary.

Organise mail outs to patients where appropriate.

Run weekly searches for research studies to obtain performance data to be shared with the research study team.

Run Systmone searches to identify eligible patients for research studies.

Organise meetings with the research team and external bodies.

Attend meetings where necessary with the research nursing team to support practice feedback and follow up actions.

Organise paperwork to obtain signature sign off where necessary.

Liaise with external parties to follow up regarding research opportunities.

Organise invoices for research related projects.

Maintain Good Clinical Practice training status to provide research support (training organised by the practice)

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice, and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Person Specification

English Language

Essential

• Fluency in written / spoken English

Qualifications

Essential

• Good level or IT experience / Knowledge.
• GCSE (or equivalent) Mathematics and English Grade C or above

Desirable

• Use of Excel and Word to an advanced level

Experience

Essential

• At least 2 years experience in a high-level administrative role with particular focus on supporting the administrative oversight of service provision.
• Skills and Experience in data management specifically presenting/sharing information/data with the management team in an electronic format.
• Experience in writing and implementation of protocols to ensure services are delivered efficiently and effectively.
• Ability to work in a busy environment and prioritise work effectively. Ability to work to deadlines.

Desirable

• Experience of working in Primary Care.
• Expert in using the SystmOne Patient Records System with the ability to run complex searches (training will be given where necessary).

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

Winterton Medical Practice

Address

Manlake Avenue

Winterton

Scunthorpe

DN15 9TA

Employer's website

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