Job responsibilities
RESPONSIBLE TO: Assistant Practice Manager
The primary role of the practice administrator is to manage requests
made to the practice for Medical Reports and SARS requests, in addition to
these duties, the post holder will be required to provide urgent cover for our
registration administrator as directed by the Assistant Practice Manager.
The post holder must have an excellent understanding of Access
to Medical Records and Data protection. In addition, excellent IT skills are
required and experience of using IGPR software is desired but not essential.
It is important that all members of staff are prepared to
take on additional duties or relinquish existing duties to maintain efficient
running of the practice and changes in how services are provided. The Partners
reserve the right to redistribute duties and functions among members of staff
from time to time and requests for such changes shall not be reasonably refused.
Duties and
Responsibilities
Managing and processing requests for Medical Reports and SARS requests
Ensure upon receipt of requests for SARS and Medical
Reports, all details are logged onto spreadsheet and reviewing and updating
accordingly.
Responsible for processing requests within
specific time frames & following correct process.
Manage requests for completion of private forms
and requests for letters. Including discussing fees with both patients and
clinicians.
Manage requests from outside agencies for reports
such as Child Protection/ Police
Manage and maintain the IGPR data and software.
Be the liaison between insurance companies and
patients in relation viewing reports prior to sending.
Responsible for redacting record entries relating
to SARS and liaise with clinicians as required.
First point of contact for patients in relation
to requests and queries relating to private letters/completion forms
Managing and responding to tasks sent by
reception & clinical team in a timely manner.
Ordering supplies:
Responsible for the ordering of stationery, medical and IT supplies, ensuring
stock is managed effectively and storeroom well maintained.
. Other Duties:
Provide cover in the absence of the registration
administrator, ensuring all online registrations via Health Tec1 software, are processed,
as required and instructed by the Assistant Practice Manager.
Education
Attend practice meetings.
Attend suitable educational courses outside the
practice.
Attend training sessions within the practice.
Complete mandatory Practice Index modules as
required
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
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
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
Keeping own work areas and general/patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training
(minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the
welfare of children.
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 that is welcoming to and of
the individual, is non-judgmental and respects their circumstances, feelings
priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme
implemented by the practice as part of this employment, with such training to
include:
Participation in an annual individual
performance review, including taking responsibility for maintaining a record of
own personal and/or professional development
Taking responsibility for own development,
learning and performance and demonstrating skills and activities to others who
are undertaking similar work
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 recognize 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
Contribution to the implementation of services:
The post-holder will:
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
This job description will be reviewed at your regular staff
appraisal.
PERSON SPECIFICATION
Essential
Desirable
Excellent
IT skills including Excel/ Word
Working
knowledge of EMIS
Excellent
Knowledge of Data Protection and Access to Medical Records
Working
knowledge of Docman/Accurx
Aptitude
to learn new software & processes
Working
knowledge of IGPR software
Excellent
time management & organisational skills
Previous
experience of working within the NHS
Excellent
customer service skills
Knowledge
of NHS registration processes
Ability
to work autonomously and as part of a team.
Excellent
communication skills both written and verbal
It is the policy of
Hetherington Group Practice that no job applicant or employee shall receive
less favourable treatment than another on the grounds of sex, marital status,
age, disability, race, religion, creed, colour, national origin or sexual
orientation.
This
post is exempt from the Rehabilitation of Offenders Act 1974. You must
therefore disclose all spent and unspent convictions, cautions, reprimands and
final warnings. If you are offered the post we will need to obtain a
satisfactory DBS disclosure for you.
