Job summary
We are searching for the right 2 candidates, 21 hours per week each as a job share, with a proactive can do
approach with passion, integrity and motivation to
enable the practice to meet its agreed aims and objectives and to tackle the
challenges presented by the NHS. You will be responsible for undertaking
a wide range of administrative duties and the provision of administrative and
reception support to the multidisciplinary team. The administration team are expected to
contribute and participate in the continuing high standards of the Surgery with
the added ability to manage individual projects
Duties can include, but
are not limited to, provide administration support to clinical staff, communicate between
patients, all members of the practice team and outside agencies in a busy
practice. Actively contribute to the achievement of practice objectives and
ensure relevant CQC, Care Quality Commission standards are maintained.
Core Competencies:
Excellent
communication and interpersonal skills
Problem-solving
and decision-making capabilities
Attention
to detail and organisational skills
Ability
to work under pressure and manage multiple priorities
Customer
service orientation
Professional
appearance and conduct at all times
Reliable,
punctual, and committed to excellent patient care
Main duties of the job
See attached job description, and personal specification.This job description is not exhaustive
and may be adjusted periodically after review
and consultation. You will also be expected
to undertake any additional duties
appropriate to the post as requested
by the Practice Manager or the
Senior GP.
About us
We are a friendly and supportive GP surgery, providing a high standard of care to around 7,800 patients.
We have a multidisciplinary team of GPs, Nurse Practitioner, Practice Nurses, Health Care Assistant, Phlebotomy, First Contact Physiotherapist, Paramedic, Clinical Pharmacists, Social Prescribers, Receptionists and Administrators providing a comprehensive service to our patients
We are part of the M-WEB Primary Care Network (PCN) working collaboratively with Denton Village Surgery, , Moulton Surgery, Kingsthorpe Surgery and Woodview Surgery.
We are a small team with an open & honest ethos, everybody is valued & opinions are heard.
OurVISIONis:
To provide the highest quality primary healthcare to our patients in a safe and supportive environment, with clinical excellence at the heart of everything we do, whilst working within local and national governance, guidelines and regulations.
Our core values shared among the GP Partners and staff are:
- Openness
- Fairness
- Respect
- Accountability
We have always prided ourselves on providing high quality medicine in a traditional family practice setting, engaging with external agencies such as PCNs, ICBs, hospitals, community teams, ensuring that our services meet the needs of our patient group.
Job description
Job responsibilities
Deal
with problems and queries from patients, doctors, practice staff, attached
staff and outside agencies face to face, on the telephone and through
electronic communications
Maintain
accurate and up-to-date patients records, recording data consistently and
according to protocols
Pro-actively
participate in the gathering and recording of health information
Deal
with messages both verbal and written and provide appropriate outcomes.
Actively
engaging in the projects leading to the development of the practice and
achievement of its goals.
Accurately
read coding patient data on SystmOne from letters, discharge summaries, A&E
reports etc.
Scan
patient related documentation and attach scanned documents to patients
healthcare records from post, electronic letters and emails.
Responsible
for the eReferral system for both internally and externally, ensuring patients
are communicated effectively and follow up letters are sent where appropriate
Ensure
practice policies are followed, and accurate records kept, with reference to
referrals, and those on ERS system, matching and coding of patient
correspondence.
Action tasks and emails
sent
via the clinical systems and NHS email
Support
clinical staff with general administrative tasks as requested, to include processing
of outgoing letters and referrals for members of the practice team in
accordance with practice and national policies including referrals and private
referrals.
Ensuring
all referral forms are completed correctly with mandatory information, if
required & submitted via eRS, Electronic Referral Service or email, to
include Prior approval and IFR, Advice and Guidance, Hot Clinic referrals and
Expedite referrals as required.
Complete
referral audits, especially 2ww referrals quarterly
Document
patient record with ERS referral outcome and advise clinicians where
appropriate
Assisting
patients and colleagues with information about referrals
Daily
checking of eRS worklists and dealing with queries etc appropriately
Liaising
with external providers which may include chasing up referral information,
querying possible errors, asking for advice and pathology results
Ensuring
that all 2WW, Two Week Wait cancer, referrals are sent via the fast-track
Referral system and have been allocated an appointment ,checking task list
against Enquiries tab on eRS Enquiry and read coded, and patient sent a new
diagnosis letter
Maintaining
and updating details of NHS contacts on Sharepoint and SystmOne
Conduct
system searches as requested
Support
clinical staff with general administrative tasks as requested
Partake
in audits as requested
Cover
for reception as and when required to answer incoming telephone calls from
patients and other healthcare professionals, dealing with their enquiries or signposting as appropriate, and liaising with clinicians
if necessary
To provide support with requests and to complete medical reports, including invoicing and the receipt of fees for such reports
Supporting ad-hoc work when required, including
supporting the achievement of quality schemes, including QoF
Sharing knowledge and experience with peers
To
support colleagues where required with workflow, including covering annual
leave when required.
To
support the managing and recalling of patients for shared care/high risk drug
monitoring with support and clinical guidance from the GPs and Clinical
Pharmacists, to include High Risk drug monitoring DMARDs and DOACS
Undertake
work relating to the achievement of enhanced services in the GP contract
including annual invitation and recall of specific patient groups
Participate
in practice meetings
Job description
Job responsibilities
Deal
with problems and queries from patients, doctors, practice staff, attached
staff and outside agencies face to face, on the telephone and through
electronic communications
Maintain
accurate and up-to-date patients records, recording data consistently and
according to protocols
Pro-actively
participate in the gathering and recording of health information
Deal
with messages both verbal and written and provide appropriate outcomes.
Actively
engaging in the projects leading to the development of the practice and
achievement of its goals.
Accurately
read coding patient data on SystmOne from letters, discharge summaries, A&E
reports etc.
Scan
patient related documentation and attach scanned documents to patients
healthcare records from post, electronic letters and emails.
Responsible
for the eReferral system for both internally and externally, ensuring patients
are communicated effectively and follow up letters are sent where appropriate
Ensure
practice policies are followed, and accurate records kept, with reference to
referrals, and those on ERS system, matching and coding of patient
correspondence.
Action tasks and emails
sent
via the clinical systems and NHS email
Support
clinical staff with general administrative tasks as requested, to include processing
of outgoing letters and referrals for members of the practice team in
accordance with practice and national policies including referrals and private
referrals.
Ensuring
all referral forms are completed correctly with mandatory information, if
required & submitted via eRS, Electronic Referral Service or email, to
include Prior approval and IFR, Advice and Guidance, Hot Clinic referrals and
Expedite referrals as required.
Complete
referral audits, especially 2ww referrals quarterly
Document
patient record with ERS referral outcome and advise clinicians where
appropriate
Assisting
patients and colleagues with information about referrals
Daily
checking of eRS worklists and dealing with queries etc appropriately
Liaising
with external providers which may include chasing up referral information,
querying possible errors, asking for advice and pathology results
Ensuring
that all 2WW, Two Week Wait cancer, referrals are sent via the fast-track
Referral system and have been allocated an appointment ,checking task list
against Enquiries tab on eRS Enquiry and read coded, and patient sent a new
diagnosis letter
Maintaining
and updating details of NHS contacts on Sharepoint and SystmOne
Conduct
system searches as requested
Support
clinical staff with general administrative tasks as requested
Partake
in audits as requested
Cover
for reception as and when required to answer incoming telephone calls from
patients and other healthcare professionals, dealing with their enquiries or signposting as appropriate, and liaising with clinicians
if necessary
To provide support with requests and to complete medical reports, including invoicing and the receipt of fees for such reports
Supporting ad-hoc work when required, including
supporting the achievement of quality schemes, including QoF
Sharing knowledge and experience with peers
To
support colleagues where required with workflow, including covering annual
leave when required.
To
support the managing and recalling of patients for shared care/high risk drug
monitoring with support and clinical guidance from the GPs and Clinical
Pharmacists, to include High Risk drug monitoring DMARDs and DOACS
Undertake
work relating to the achievement of enhanced services in the GP contract
including annual invitation and recall of specific patient groups
Participate
in practice meetings
Person Specification
Qualifications
Essential
- GCSE English and Mathematics Grade C/4 or above or equivalent
Desirable
- NVQ Level 3 in Business Administration, Health and Social Care, or equivalent qualification
Experience
Essential
- Minimum 2 years experience in healthcare administration or GP practice environment
- Experience with patient registration, appointments, and records management
- Previous experience in a customer-facing role within healthcare setting
- Demonstrated experience in handling confidential information appropriately
- Experience using clinical IT systems and electronic patient records
- Demonstrated experience in handling confidential information appropriately
Desirable
- Knowledge of safeguarding procedures and protocols
Person Specification
Qualifications
Essential
- GCSE English and Mathematics Grade C/4 or above or equivalent
Desirable
- NVQ Level 3 in Business Administration, Health and Social Care, or equivalent qualification
Experience
Essential
- Minimum 2 years experience in healthcare administration or GP practice environment
- Experience with patient registration, appointments, and records management
- Previous experience in a customer-facing role within healthcare setting
- Demonstrated experience in handling confidential information appropriately
- Experience using clinical IT systems and electronic patient records
- Demonstrated experience in handling confidential information appropriately
Desirable
- Knowledge of safeguarding procedures and protocols
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
