Job responsibilities
Job Responsibilities
- Responsible for managing all incoming emails to the practice generic email account.
- Acting on Docman workflow letters
- All administration of insurance and other private medical forms (including GPRs) to include invoicing, collection of monies due, chasing payments
- Preparation of account schedules to enable payment to doctors for private services rendered
- Dealing with requests for copies of medical records and Subject Access Requests.
- Be the lead in the Electronic Referral System including completing referral forms, and checking on their status in referral management
- Key person in managing the Advice and Guidance system
- Answering phone calls and acting as main point of contact for patients and other agencies/companies in respect of queries relating to your work. To Facilitating effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
- Answering reception phone calls from 8am everyday to book appointments to help with the morning rush of calls for appointments.
- Maintenance of EMIS templates and forms including updating integral referral forms
- Training others on the use of the eRS system and speaking with new registrars and staff to demonstrate its use
- Maintenance of practice locum and registrar packs with up to date information.
- Communicating and working with your colleague to ensure work is covered throughout the week with appropriate handovers
- Mange the recall system for childhood immunisations and cervical smears, ensuring all those eligible are recalled and attempts recorded.
- Submitting all required information to keep our cervical screening management data up to date.
- Submit a monthly invoice for the prescription service, adhering to set deadlines.
Other Duties
Working with the other part time administrator with good communication to ensure work is carried out efficiently and effectively.
Deputising for other administration staff, including the overseeing of two week wait referrals in the absence of the post holder
Cover reception when required.
To work in conjunction with all other practice personnel to create a good working environment
To carry out all duties in an accurate and meticulous manner
Maintenance of practice database of consultants
Other tasks as delegated by practice manager or operations manager
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 recognises 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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 e.g. use of appropriate PPE, safe handling of sharps, safe handling of specimens, safe waste management and spillage management.
- 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 of health and safety hazards and infection hazards immediately when recognised
- Undertake regular infection control training updates
- Reporting potential risks identified
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 recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly