Letter Actioner/Administrator

Job description

Job responsibilities

Job Title: Letter Actioner/Administrator

Accountable to:Practice Manager

Hours: 25-30 Hours per week

Job Summary:

To read through and action all electronic letters that are sent to the practice from hospitals and other medical professionals via SystmOne, Emails and Post. Actions are to be taken from reading the letters and tasks sent to correct staff where appropriate, otherwise the letter is completed by the individual.

Main Tasks

Letter actioning

• To process all medical correspondence that comes to the practice via electronic on SystmOne, Emails and Post.

• Identify the actions that are required from the letters and implement them tasking to other staff members where appropriate. Examples are as follows:

- Blood request - form to be added to the system and task sent to reception to book the appointment, or text sent to the patient to book.

- Follow up with GP - task sent to reception to book follow up appointment with the GP in the designated time frame

- Prescriptions - to be sent to the correct staff member (as will be discussed)

- Referrals - to be actioned and sent to the correct staff (as will be discussed)

• Letters to be sent to the doctors when their attention is specifically required

General

• Provide help and assistance to the clinicians as required
• Booking patients appointments/follow ups when necessary for the practice
• General duties as required

Holiday cover of the following tasks:

To provide holiday/sickness cover for the office in relation to Registrations. Full training will be given to support this element of the role when needed.

Person Specification

Qualifications

Essential

• Good general education; GCSEs or equivalent. Standard grade or equivalent in English and Maths.
• High level/understanding of English both written and verbal.

Desirable

• NVQ level 3 in administration or RSA level III.

Experience

Essential

• Experience within a medical admin setting, be it general practice or in a hospital.
• Use of medical systems such as SystemOne or EMIS, Docman (or similar).
• Understanding of medical terminology.
• Proficient use of the telephone when dealing with patient for when necessary.
• It is essential to have good clear spoken English and a to have achieved good level of written English.
• Excellent user of IT systems.
• Demonstrate an understanding of customer/patient care/ability to work with sensitive and confidential information.
• Knowledge of General Data Protection Regulation (GDPR) and the Access to Medical Records Act Previous experience of working in a pressured environment.

Desirable

• Enough understanding of medical terminology and coding.
• Able to use IT systems and Emails.
• Previous work in registrations or prescriptions (or similar).

Skills and Knowledge

Essential

• Ability to work as part of a team.
• Flexible in approach and work.
• Well-developed interpersonal and communication skills.
• Use of IT systems.
• Ability to communicate effectively in person by telephone and in writing.
• Able to take down accurate information.

Personal Attributes

Essential

• Ability to recognise and adhere to need for strict confidentiality.
• Efficient and able to multi-task.
• Helpful, friendly, reliable and flexible.
• Ability to work within clear guidelines but also to use own judgment and initiative.
• Ability to remain calm under pressure.

Desirable

• Good sense of humour

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.

Employer details

Employer name

WEST4 GPS

Address

Fishers Lane

London

W4 1RX

Employer's website

https://west4gps.co.uk (Opens in a new tab)