Job summary
The aim of this role is to streamline the flow of clinical correspondence through the
organisation by reducing the number of letters that GPs need to process. This should
ensure that GPs are able to give priority to the most appropriate correspondence.
The Administrator will follow the Workflow Optimisation protocol.
In addition, the post holder will identify any key clinical data from correspondence such as
new diagnoses, BP recordings, height, weight, smoking status etc.
To carry out administrative related tasks as delegated by the doctors and non-clinical staff
Main duties of the job
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
- Carry out administrative tasks relating to patient records, including filing, document management
- Scanning incoming clinical correspondence.
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
About us
Oaks Healtcare is a friendly GP practice bas3ed in Waterlooville.
We have over 16,000 patients, 9 GPs and 4 ANPs.
Job description
Job responsibilities
SPECIFIC DUTIES AND RESPONSIBILITIES
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
- Carry out administrative tasks relating to patient records, including filing, document management
- Scanning incoming clinical correspondence.
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
SCANNING DUTIES
- Sort and date stamp all incoming patient-related mail.
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
WORKFLOW MAIN DUTIES
- Process Practice correspondence (paper, electronic, email) attaching it to the patient record as per the protocol
- Liaise with Workflow Optimisation GP regarding any queries or proposed changes to protocol
.
GENERAL
- Attend regular staff meetings
- Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Contribute to the effectiveness of the team and make suggestions on ways to improve and enhance the teams performance
- Ensure compliance with the requirements of the Data Protection Act 2018 and Caldicott principles at all times
- Ensure awareness of the requirements of the Care Quality Commission essential standards for primary care
- Participate in the practices staff appraisal scheme and take responsibility for own development, learning and performance
- Attend any internal or external training events which are deemed to be appropriate to the job role
- Assist the practice as necessary to achieve corporate objectives
- Assist in promoting and maintaining their own and others health, safety and security as defined in the practice policies on Health & Safety and Security
Job description
Job responsibilities
SPECIFIC DUTIES AND RESPONSIBILITIES
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
- Carry out administrative tasks relating to patient records, including filing, document management
- Scanning incoming clinical correspondence.
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
SCANNING DUTIES
- Sort and date stamp all incoming patient-related mail.
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
WORKFLOW MAIN DUTIES
- Process Practice correspondence (paper, electronic, email) attaching it to the patient record as per the protocol
- Liaise with Workflow Optimisation GP regarding any queries or proposed changes to protocol
.
GENERAL
- Attend regular staff meetings
- Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Contribute to the effectiveness of the team and make suggestions on ways to improve and enhance the teams performance
- Ensure compliance with the requirements of the Data Protection Act 2018 and Caldicott principles at all times
- Ensure awareness of the requirements of the Care Quality Commission essential standards for primary care
- Participate in the practices staff appraisal scheme and take responsibility for own development, learning and performance
- Attend any internal or external training events which are deemed to be appropriate to the job role
- Assist the practice as necessary to achieve corporate objectives
- Assist in promoting and maintaining their own and others health, safety and security as defined in the practice policies on Health & Safety and Security
Person Specification
Qualifications
Essential
- Good standard of general education
- Standard grade mathematics or equivalent
- Standard grade English or equivalent
Experience
Essential
- At least two years of experience within an administration role
- Practical experience of working within a multi disciplinary team
- Practical experience of computerised recording systems
Desirable
- Experience of working within primary care
Skills
Essential
- Excellent communication skills, both written and verbal
- Sound IT and keyboard skills
- The ability to follow procedures and work to deadlines
Desirable
- Knowledge of medical terminology
Person Specification
Qualifications
Essential
- Good standard of general education
- Standard grade mathematics or equivalent
- Standard grade English or equivalent
Experience
Essential
- At least two years of experience within an administration role
- Practical experience of working within a multi disciplinary team
- Practical experience of computerised recording systems
Desirable
- Experience of working within primary care
Skills
Essential
- Excellent communication skills, both written and verbal
- Sound IT and keyboard skills
- The ability to follow procedures and work to deadlines
Desirable
- Knowledge of medical terminology
