Job responsibilities
Job Summary
Main purpose of the post
To provide effective and efficient administrative support for the practice.
Responsible to:
The post holder will be responsible for providing a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff, ensuring a high standard is met. This role requires a high level of accuracy and accountability within your workloads, along with having excellent time management and be able to work as part of a team striving to ensure that the demands of working in a busy General Practice are met in a timely manner. Strong communication skills and an ability to respond flexibly to changing priorities are essential in order to meet the needs of both the practice and our patients.
Primary Responsibilities & Tasks
Work as part of a team to input accurate and timely data entry.
Timely scanning and filing of practice documentation.
Completion of patient registration received both on-line and in paper form.
Managing aspects of our website dashboard.
Work independently completing some referrals using GP clinical systems and patient notes, accurately recording any documentation in the patient records.
Recording and completion of private fee work.
Completing our breast and cervicle screening administration on a weekly basis.
Be the first port of call for telephone queries into the team.
Support with general administartion tasks such as close of quarter and patients who have moved outside our practice area.
Completing tasks sent by other teams via EMIS and Docman while adhearing to strict timelines and priorities.
Filing and retreiving of medical records as and when required.
Respect the dignity, individuality, values, cultural and religious diversity of patients and contribute to the provision of a service sensitive to these needs.
Demonstrate a high level of interpersonal and communication skills, when giving information to patients/carers.
To have knowledge of and act at all times within the boundaries of Health and Safety legislation, Data Protection Acts and all other relevant legislation, regulation and practice policies
To be able to organise and prioritise your individual daily workloads.
To provide cover for members of the team during periods of sickness and annual leave.
To identify areas for potential improvement and raise with your line manager.
Ensure effective liaison with colleagues to establish a suitable level of assistance is given at all times.
Strictly adhering to the NHS patient confidentiality policy.
Excellent written and verbal (face to face and telephone) communication skills
Secondary Responsibilities
Communication and Partnership Working
- Assist the practice in the development and implementation of practice-based audits.
Adopt a proactive approach to identifying situations where an individual may be vulnerable or have particular needs e.g. patients with dementia.
Work effectively across multidisciplinary and multi-agency boundaries.
- Act in a professional manner always and provide excellent communication and relationship skills with staff at all levels, both internally and externally to the organisation.
- Agree annually at appraisal the objectives and structure of the personal development plan accordingly.
- Maintain effective record keeping, adhering to all relevant guidelines.
Generic Responsibilities
All staff at The Orchard Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I create an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice 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 at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Senior Operations Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at The Orchard Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At The Orchard Medical Centre staff are required to dress appropriately for their role. Administrative staff will dress in a professional manner.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take leave each year and should be encouraged to take all of their leave entitlement within the calendar year.
