Job responsibilities
Job Description
Job Title: Administrator
Reports To: Finance / Operations Manager
Hours: 25 hours per week (Mon Fri), Permanent
Job Summary:
To undertake a wide variety of administration to ensure patients are booked in for their reviews and to support administration services across the practice.
Duties & Responsibilities:
Scanning
To process scanning by following a set protocol and allocate to the relevant clinician for action and provide cross cover at times of annual leave.
Recall administration
To contact patients and arrange a health review appointment following a set protocol for areas such as:
Inclisiran (Cholesterol)
Denosumab
o Follow flow chart for housebound / vulnerable patients
Any other recalls that need to be actioned as instructed
To book the patient into the correct appointment with the appropriate clinician
To contact patients by telephone or by SMS message to arrange their appointment or use the rota booking system for patients to book in appropriately
To use the best contact method to get the patient booked into their appointment
To review what appointments are available to book into and fill all appropriate slots working in line with other admin staff, being aware of what recalls that they need to book into too
To answer the admin telephone line liaising with the admin team and be aware of staff annual leave
To book patients in for appointments such as Flu season, Shingles and any other programmes that arise during the year
Other Admin Duties:
Flexibility to cover annual leave if needed within the admin team
To file Lloyd George medical records in the correct order
To undertake other admin duties as instructed by the Practice Manager
Working Relationships:
To work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
Generic Responsibilities
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.
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.
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
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified.
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 appraisal, 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.
Safeguarding
All Practice staff have an individual responsibility for the protection and welfare of children and must be competent to be alert to potential indicators of abuse and neglect in children, know how to act on their concerns and fulfil their responsibilities in line with safeguarding procedures of The Bradford Safeguarding Partnership and the Safeguarding Children and Young People Competencies for Health Care Staff Intercollegiate Document (RCN, 2019). Approaches to safeguarding children must be child centred, upholding the welfare of the child as paramount (Children Acts 1989 and 2004)
The staff of Horton Park Medical Practice aim to safeguard all adults and children who may be at risk of abuse, irrespective of disability, race, religion/belief, colour, language, birth, nationality, ethnic or national origin, gender or sexual orientation.
The Practice team have a responsibility for recognising the potential signs and indicators of abuse of adults, sharing information appropriately, and acting on concerns in a timely manner.
All Practice staff must be able to fulfil their roles and responsibilities in line with safeguarding procedures of the Bradford Safeguarding Adults Board and the Intercollegiate Document Adult Safeguarding: Roles and Competencies for Health Care Staff (First edition: August 2018).
https://www.rcn.org.uk/professional-development/publications/pub-007069
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
The job description is intended only as a guide to the principal duties and responsibilities of the post. It must not be regarded as precisely defining all the duties and is subject to amendment in the light of developing service needs.
Staff Member..
Signature:..
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Person Specification
Essential
To have excellent communication skills.
To be flexible and be keen to take on a variety of different administration as the need arises.
To be IT literate
Be able to use Systmone clinical system.
To be a team player.
To enjoy a variety of administration.
To attend Protected Learning Time sessions once a month a Thursday afternoon between generally 12:30pm 5pm. This is for practice training or for completing Mandatory training.
To undertake training relevant to role to support in your development and knowledge.