Job responsibilities
Job
Summary Registrations & Patient Services Administrator:
To ensure
new patient registrations and deduction of patients are always maintained in a
timely manner including online access for patients and the registrations
workflow is kept up to date.
Main
Duties - Key Tasks:
Register
new patients onto the computer system, this will include regular, temporary, homeless,
and private registrations.
Deduct
patients via the computer system who have left the surgery
Receive
the Lloyd George records and update the computer system, file in the
appropriate place.
Prepare
the Lloyd George records for deducted patients ready for collection.
Process
any online access applications as per the pathway/protocol.
Monitor
& actions GP2GP tasks within the EMIS system
Ensure
the correct protocol/pathways are followed
Any
correspondence or queries from the national registrations department to be
answered and resolved in a timely manner.
To
ensure that when registering patients, the Patient Safety Alert folder is
checked to ensure that we are not registering patients where notifications have
been sent, if we do identify then this is to be reported to the PM as soon as
possible.
Follow
the procedure for registering or registering patients that have moved but wish
to remain as an Out of Area patient.
Receive
and make calls to/from patients with any queries to any part of the
registration process.
Correspondence
with the PCSE in matters relating to registrations or deductions.
Ensure
that the Quarterly certificates on the system are ready for when this must be
downloaded.
To
ensure the registrations workflow is always maintained and kept up to date.
Action
administrative tasks from the E-Consult platform & liaise with other team
members as necessary
Competencies:
Sound
knowledge of EMIS computer system and the categories under Registrations.
To
maintain and keep up to date with any changes within this area.
Awareness
of Confidentiality and GDPR always.
Good
verbal and written communication skills
Problem
solving skills.
To
be able to adapt and work to changes within the pathways/protocol.
Confidentiality:
While
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 or patient areas generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope of
the job holder's 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 people's 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 team's 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
people's 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.