Job responsibilities
Duties
and Responsibilities:
Duties and responsibilities may be varied
from time to time under the direction of Business Practice Manager/ Partners, dependent on current and evolving Practice workload and
staffing levels and, in accordance to practice guidelines therefore the duties
and responsibilities to be undertaken by members of the Practice administration
team may include any or all of the items in the following list.
Job
Responsibilities:
Reception
- Receiving
patients and consulting with members of practice team
- Handing
completed repeat prescriptions to patient and checking names, address and
contact details.
- Be
able to cover all reception positions as necessary
- Deal
with visits requests
Computer
- Registrations
of new patients computer data entry and medical records.
- Process
patients change of address computer data and medical records (have
knowledge of practice area.
- Process
repeat prescription request in accordance with practice guidelines.
Telephone
- Have
working knowledge of telephone/bleep system, during and after hours.
Other Tasks
- Clear
rooms after surgeries
- Ensure
building security have thorough knowledge of doors/windows/alarm.
- Any
other tasks allocated by manager
Administration:
- Dealing
with daily email queries
- Responsible
for Easy Doc and Docman maintenance
- To
work in accordance of written protocols
- Registration
of Patients
- Scanning
post in medical records as requested via DocMan10
- Fax
and photocopy as requested
- Specific
responsibility please refer to work plan attached
- Keep the
practice manager informed of any matters arising or problems / potential
problems
- Maintain self
and team professionalism
- Deal with any
problems reported by other members of the health care team
Provide
administrative support to members of the primary health care team in the
following areas ensuring appropriate practice records are kept up to date
- Cytology
- Pathology
results
- Immunisation
recalls (excluding childhood immunisations)
- Summarising
hospital records
- Appointment
scheduler and sessions and associated rotas
- Meeting
minutes
- Referrals
Check,
monitor and deal with items as they appear in the GP links system
Sort
and distribute accordingly any correspondence and records received in the
weekly delivery from the CCG/Health Authority
Check and ensure
the workflow is regularly monitored and administered
Enter requests for home visits
into the home visits book, ensuring careful recording of all relevant details
and where necessary refer to Duty Doctor;
Assisting
in achieving Quality Outcomes Framework- i.e. call and recall
Monitor stock
levels, usage and re-order requirements of stationary, cleaning, refreshments
and sundry items
- On a regular
and ad hoc basis, monitor general usage and re-order requirements for
stationary, cleaning, refreshment and sundry items.
- Liaise with
the practice manager for order or purchase requirements
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, to 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
- Reporting
potential risks identified.
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 recognizes 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.
Personal/Professional Development:
The
post-holder will participate in any training programme implemented by the
practice as part of this employment, 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
- Recognize
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.
- Work across
other sites if required
This job description reflects the current
main organisational priorities for the post. In the context of rapid change
taking place within the NHS/Practice, these priorities will develop and change
in consultation with the post holder in line with service business needs and
priorities.
