Job summary
Invicta Health is recruiting for 2 Prescriptions & Clinical Administrators to join the team on a full time basis at Birchington Medical Centre.
The successful candidates may be asked to work from St Peters Surgery to ensure business continuity across sites.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As a Prescriptions and Clinical Administrator you will
work to ensure all prescriptions, registrations and incoming and internal
patient correspondence are work-flowed, correctly coded and stored in the
patients record. You will ensure that prescriptions are produced in an appropriate timeframe for the best possible patient
care. You will carry out clinical administrative tasks as delegated by
the Clinical Administration supervisor or Practice Manager and provide support
and cover to other administration colleagues when required.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- NHS Pension
- Learning and Development opportunities
- Progression opportunities
- Competitive annual leave entitlement
- Incremental pay progression
- Flexible working
- Approved blue light card provider
- Salary Sacrifice Schemes
- Car Lease Scheme
- Employee Assistance Programme
Job description
Job responsibilities
Registrations,
Appointments and Referrals
- Process registrations both regular and temporary as required, using
the EMIS system and ensuring complete information, appropriate ID and correct
coding.
- Update patients personal details and preferences including change
of name, address, next of kin and consent.
- Ensure all GP2GP transfers are recorded correctly with all necessary
information from patient files extracted and added to EMIS accurately and in a
timely manner.
- Process FP69s, sending occupier letters where necessary.
- Process deductions on a weekly basis, ensuring relevant information
is gathered, processed, and sent to Primary Care Support England (PCSE) in a
timely manner.
Prescriptions
- Process repeat medication requests, dealing with any query scripts
including adding, altering and printing throughout the day.
- Process Acute prescriptions with support from the GP and Pharmacists
as and when required.
- Expedite urgent prescriptions to help ensure a safe and responsive
service for our Patients.
- Monitor and manage post-dated prescriptions for weekly medicated
patients.
- Query any discrepancies identified in documents received at the
practice.
- Develop and maintain an effective process to manage any prescription
backlogs that may occur, escalating any issues.
- Answering incoming telephone calls from chemists and patients,
ensuring calls are documented, responded to and/or redirected accordingly
during allocated time.
- Keep up to date with medication protocols and updates and ensure
repeat medication is issued in line with these.
- Raise any concerns including misuse of drugs to the GP and follow up
as necessary.
- Monitor DMARD / DOAC medication. This includes checking patient
blood tests are up to date and on record and booking with patients where
necessary.
- Monitor contraception and HRT medication, ensuring up to date pro
forma completed within a year.
- Distribute any safety alerts that come through to the relevant
recipient in a timely manner.
- Action any DOCMAN tasks relating to patient prescriptions,
discharges, and medication.
General
Administration
- Ensure that all incoming and internal patient correspondence is
stored in the patients medical record and relevant information is correctly and
accurately coded. Raising any queries with the Clinician and/or Prescription Clerk
as necessary.
- Workflow letters to the correct
Clinician for patient care queries and follow-ups.
- Carry out administrative tasks relating to patient records,
including filing, and document management.
- Produce referrals as requested by the clinical
team and secondary
care follow on.
- Assist in referral of patients to one or more hospitals of their
choice, including sending the relevant
paperwork to the patient.
- Oversee coding standards for the practice, raising any immediate
issues identified and working to develop best practice.
- Assist in the recalls of patients as part of the quality outcome and
framework scheme as and when required.
- Assist with the registrations and deductions in and out of the
practice as well as monitor and action the GP2GP link.
General Duties
- To work collaboratively and professionally with colleagues across
Invicta Health, building and
maintaining relationships.
- To contribute to the development of services, including
processes, templates and principles.
- To treat all members
of the public with respect and not to discriminate on the grounds of age,
disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any
other issue.
- To ensure
that Health and Safety guidelines are observed at all times and alert management to any concerns raised
by staff or members of the public.
- To be aware of guidelines relating
to the safeguarding of children
and vulnerable adults.
- To ensure
that strict confidentiality is observed at all times, especially when dealing
with personal information.
- To take part in any statutory and mandatory training
or other training
and development programmes as requested.
- Any other reasonable duties as directed by your line manager.
- Due to the changing
nature of Invicta
Health, job descriptions will evolve and are
therefore subject to periodic review.
- Full terms
and conditions of employment will be issued
if an offer of employment is made.
Job description
Job responsibilities
Registrations,
Appointments and Referrals
- Process registrations both regular and temporary as required, using
the EMIS system and ensuring complete information, appropriate ID and correct
coding.
- Update patients personal details and preferences including change
of name, address, next of kin and consent.
- Ensure all GP2GP transfers are recorded correctly with all necessary
information from patient files extracted and added to EMIS accurately and in a
timely manner.
- Process FP69s, sending occupier letters where necessary.
- Process deductions on a weekly basis, ensuring relevant information
is gathered, processed, and sent to Primary Care Support England (PCSE) in a
timely manner.
Prescriptions
- Process repeat medication requests, dealing with any query scripts
including adding, altering and printing throughout the day.
- Process Acute prescriptions with support from the GP and Pharmacists
as and when required.
- Expedite urgent prescriptions to help ensure a safe and responsive
service for our Patients.
- Monitor and manage post-dated prescriptions for weekly medicated
patients.
- Query any discrepancies identified in documents received at the
practice.
- Develop and maintain an effective process to manage any prescription
backlogs that may occur, escalating any issues.
- Answering incoming telephone calls from chemists and patients,
ensuring calls are documented, responded to and/or redirected accordingly
during allocated time.
- Keep up to date with medication protocols and updates and ensure
repeat medication is issued in line with these.
- Raise any concerns including misuse of drugs to the GP and follow up
as necessary.
- Monitor DMARD / DOAC medication. This includes checking patient
blood tests are up to date and on record and booking with patients where
necessary.
- Monitor contraception and HRT medication, ensuring up to date pro
forma completed within a year.
- Distribute any safety alerts that come through to the relevant
recipient in a timely manner.
- Action any DOCMAN tasks relating to patient prescriptions,
discharges, and medication.
General
Administration
- Ensure that all incoming and internal patient correspondence is
stored in the patients medical record and relevant information is correctly and
accurately coded. Raising any queries with the Clinician and/or Prescription Clerk
as necessary.
- Workflow letters to the correct
Clinician for patient care queries and follow-ups.
- Carry out administrative tasks relating to patient records,
including filing, and document management.
- Produce referrals as requested by the clinical
team and secondary
care follow on.
- Assist in referral of patients to one or more hospitals of their
choice, including sending the relevant
paperwork to the patient.
- Oversee coding standards for the practice, raising any immediate
issues identified and working to develop best practice.
- Assist in the recalls of patients as part of the quality outcome and
framework scheme as and when required.
- Assist with the registrations and deductions in and out of the
practice as well as monitor and action the GP2GP link.
General Duties
- To work collaboratively and professionally with colleagues across
Invicta Health, building and
maintaining relationships.
- To contribute to the development of services, including
processes, templates and principles.
- To treat all members
of the public with respect and not to discriminate on the grounds of age,
disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any
other issue.
- To ensure
that Health and Safety guidelines are observed at all times and alert management to any concerns raised
by staff or members of the public.
- To be aware of guidelines relating
to the safeguarding of children
and vulnerable adults.
- To ensure
that strict confidentiality is observed at all times, especially when dealing
with personal information.
- To take part in any statutory and mandatory training
or other training
and development programmes as requested.
- Any other reasonable duties as directed by your line manager.
- Due to the changing
nature of Invicta
Health, job descriptions will evolve and are
therefore subject to periodic review.
- Full terms
and conditions of employment will be issued
if an offer of employment is made.
Person Specification
Key skills
Essential
- Touch typing at speed
- Word processing skills, including accurate proof reading
- Ability to communicate clearly with patients by phone
- Ability to manage a busy and varied workload
- Ability to work autonomously with the confidence to make decisions
- Ability to maintain a professional attitude in a pressurised environment
- Sensitivity and diplomacy in dealing with a wide range of people
Experience
Essential
- Knowledge of EMIS Web Software
- Knowledge of Docman 10 Software
- Previous coding experience within a medical environment
Desirable
Qualifications
Essential
- A*to C GCSE in English & IT
Desirable
- Medical Terminology Course
Personal Attributes
Essential
- Willingness to learn and adapt to change
- Highly customer focused
- Understanding and approachable
- Strives for excellence
- Honest and fair
- Leads by example
- Positive can do attitude
Person Specification
Key skills
Essential
- Touch typing at speed
- Word processing skills, including accurate proof reading
- Ability to communicate clearly with patients by phone
- Ability to manage a busy and varied workload
- Ability to work autonomously with the confidence to make decisions
- Ability to maintain a professional attitude in a pressurised environment
- Sensitivity and diplomacy in dealing with a wide range of people
Experience
Essential
- Knowledge of EMIS Web Software
- Knowledge of Docman 10 Software
- Previous coding experience within a medical environment
Desirable
Qualifications
Essential
- A*to C GCSE in English & IT
Desirable
- Medical Terminology Course
Personal Attributes
Essential
- Willingness to learn and adapt to change
- Highly customer focused
- Understanding and approachable
- Strives for excellence
- Honest and fair
- Leads by example
- Positive can do attitude
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.
