Job responsibilities
Job Title: Practice Administrator/Secretary
Job Summary:
The purpose of this role is to work as part of an administrative team :
1. Sending and monitoring of referrals to other health organisations
2. Safeguarding related administration such as updating records, recording actions and arranging meetings
3. Support practice staff with IT issues.
4. Read and assess clinical correspondence to establish actions and recording required.
5. Working closely with internal clinical and administrative staff to ensure optimal levels of patient care and timely follow up actions.
6. Administration related to medical report requests from external sources eg legal, insurance and benefits organisations. Includes preparation sending and fee records
7. Preparing and checking paper records and giving access to patients to view their medical/clinical records online.
8. Processing and summarising of patient records as part of the registration and deduction process for new and leaving patients.
9. Contract and clinical call in and follow up of patients on the telephone and messaging for attendance at routine and specialist clinics.
10. Assisting with appliance requests and care home contacts.
11. Assisting with preparation of practice claims and returns.
12. Other miscellaneous administrative tasks, for example audits, ordering, file collation, website updates and practice literature..
13. Tasks and elements of the job description may be varied with changing needs of the practice and technologies.
CORE RESPONSIBILITIES
Administration
- Sending, receiving and processing of correspondence to and from various organisations providing care for our patients.
- Coding any correspondence and patient records as appropriate using national coding standards and rules.
- Applying various tools and IT solutions to ensure the accuracy and timely actions on patient records.
Professional
- Communicating clearly and effectively with patients whilst treating them with care and compassion
- Complying with all mandatory training.
- Actively participating in any relevant meetings.
- Maintaining and updating a continuing personal development plan and portfolio.
Clinical and information Governance
- Ensuring full compliance with information governance standards policies around confidentially and security of patient records.
- Follow protocol for preparing medical records for patient access which includes redacting third party and sensitive information.
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 and may only be divulged to authorised persons in accordance with the Practice policies and procedures.
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:
- 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 health and safety hazards immediately when recognised
- Keeping own work areas and general work areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
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