Job summary
Consett Medical Centre is a large GP Practice with over 16,000 patients. The role of our GP Administration Team primarily is to answer the telephones, receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. There are a variety of administrative tasks that require to be completed by the GP Administration Team, therefore a high level of administration skills are also necessary for the role.
The GP Administration Team are the first point of contact for our patients and third parties therefore it is imperative that the team project a positive and friendly image to patients and other visitors, either in person or via the telephone.
KNOWLEDGE, QUALIFICATIONS AND SKILLS REQUIRED
- Excellent IT skills - knowledge of a GP clinical system would be advantageous (SystmOne)
- Effective communication skills
- Excellent interpersonal skills specifically the ability to work as part of a team
Main duties of the job
- Answering of Telephone
- Receiving patients in reception area
- Making appointments with and directing patients to, the most appropriate healthcare professional
- Filing and retrieval of medical records (electronic and manual)
- Receiving in-coming telephone calls, including emergency requests demanding decision
- Message handling
- Processing of repeat prescription requests and maintenance of clerical aspects of repeat prescribing service
- Record statistical information for audit
- Operation of clinical computer system
- Scan/file documentation into electronic medical records
- Liaising with doctors, hospital trusts ambulance personnel and community healthcare professionals where necessary
- Summarising patient records
- Support the clinical and management team with administrative tasks
- Updating of patient records electronically as necessary with updates are received
- Keep patients up to date with record updates
- Data entry of new and temporary registrations and relevant patient information as required
- Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team
- Maintain a clean, tidy, effective working area at all times
- Monitor and maintain the reception area and notice boards
- Support administrative staff, providing cover during staff absences
- Complete opening and closing procedures in accordance with the duty rota
About us
The
organisation is committed to maintaining an outstanding confidential service.
Patients entrust and permit us to collect and retain sensitive information
relating to their health and other matters pertaining to their care. They do so
in confidence and have a right to expect all staff will respect their privacy
and maintain confidentiality.
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.
Job description
Job responsibilities
The post-holder will strive to maintain quality within the practice, and will:
- 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.
- 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.
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery
Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence. Plans and outcomes by which to measure success should be agreed.
Job description
Job responsibilities
The post-holder will strive to maintain quality within the practice, and will:
- 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.
- 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.
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery
Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence. Plans and outcomes by which to measure success should be agreed.
Person Specification
Skills
Essential
- Excellent communication skills (written and oral), Strong IT skills, Clear and polite telephone manner, Competent in the use of Office and Outlook, Effective time management (planning and organising), Ability to work as a team member and autonomously, Good interpersonal skills, Problem solving and analytical skills, Ability to follow policy and procedure, Polite and confident, Flexible and cooperative, Motivated, Forward thinker, High levels of integrity and loyalty, Sensitive and empathetic in distressing situations, Ability to work under pressure, Flexibility to work outside of core office hours, Disclosure Barring Service (DBS) check.
Desirable
Qualifications
Essential
- Educated to GCSE level or equivalent.
Desirable
- GCSE Mathematics and English (C or above), AMSPAR Receptionist Qualification, NVQ Level 2 in Health and Social Care.
Experience
Essential
- Experience of working with the general public.
Desirable
- Experience of administrative duties, Experience of working in a healthcare setting.
Person Specification
Skills
Essential
- Excellent communication skills (written and oral), Strong IT skills, Clear and polite telephone manner, Competent in the use of Office and Outlook, Effective time management (planning and organising), Ability to work as a team member and autonomously, Good interpersonal skills, Problem solving and analytical skills, Ability to follow policy and procedure, Polite and confident, Flexible and cooperative, Motivated, Forward thinker, High levels of integrity and loyalty, Sensitive and empathetic in distressing situations, Ability to work under pressure, Flexibility to work outside of core office hours, Disclosure Barring Service (DBS) check.
Desirable
Qualifications
Essential
- Educated to GCSE level or equivalent.
Desirable
- GCSE Mathematics and English (C or above), AMSPAR Receptionist Qualification, NVQ Level 2 in Health and Social Care.
Experience
Essential
- Experience of working with the general public.
Desirable
- Experience of administrative duties, Experience of working in a healthcare setting.
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.
