Job responsibilities
Job Summary:
To provide administrative support and services to
all members of the practice team.
Job responsibilities:
Management of
medical records
- Ensure that records are available upon request
- Retrieve and re-file records as requested, ensuring that strict
alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct
records
- Ensure records are kept neat and tidy and in good repair with all
necessary information recorded correctly on the outer cover
Management of
appointment system
- Ensure total familiarity with all appointment systems including
regular and incidental variations
- Book appointments and recalls ensuring sufficient information is
recorded to enable retrieval of the medical record
- Monitor effectiveness of the system and report any problems or
variations to the Management Team
- Deal with home
visits requests and check the home visit screen to provide summary
printouts for the clinician
- Ensure total familiarity with all appointment systems including
regular and incidental variations
- Book appointments and recalls ensuring sufficient information is
recorded to enable retrieval of the medical record
Administrative support
- Provide administrative support to members of the primary health
care team in the following areas ensuring appropriate practice records are
kept up to date
o
Cytology
o
Pathology results
o
Extract immunisation data for all children under
the age of 7 and to enter vaccinations onto the EMIS clinical system
o
Add read codes onto the clinical system from
hospital correspondence in line with data quality and information governance
via Docman
o
Scan and attach documents onto the EMIS clinical
system via Docman
o
Forward all relevant Docman mail to the clinicians
and reception teams for actioning
o
Transfer data onto the EMIS clinical system via
GP2GP
o
Complete all degrade tasks on the GP2GP workflow
o
Distribute all NHS mail received into the practice
to the relevant departments
o
Chronic disease recall of patients who are due
reviews
o
Tagging and summarising of patients medical records
o
To undertake administrative duties as per QOF
(quality and outcomes framework)
o
Action incoming HA mail and record arrivals of new
patient records onto the clinical system
o
To record and register details onto the Open Exeter
system (blood/organ donors)
o
Appointment scheduler and sessions and associated
rotas
o
To cover reception when needed
o
Undertaken
any additional duties appropriate to the post as requested by the Partners or
Management Team
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
holder’s 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 recognizes the importance of people’s 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.
Safeguarding
Our
organisation is committed to safeguarding and promoting the welfare of
children, young people, and vulnerable adults and expects all staff and post
holders to share this commitment.
Legislation
places a statutory duty on all organisations and professionals to work together
in the interest of protecting vulnerable children, young people and vulnerable
adults. All healthcare professionals, including those staff and volunteers who
work within a healthcare setting have a duty to safeguard and support the welfare
of children, young people and vulnerable adults and our organisation is
committed to this principle. The Practice will provide training and induction
programmes to include safeguarding to all existing and new staff and volunteers
to promote these aims and raise awareness of the duties and responsibilities it
places on our staff.
All
health professionals working directly with children, young people and
vulnerable adults should ensure that safeguarding and promoting welfare forms
an integral part of all stages of the care they offer. Other health
professionals who come into contact with children, young people and vulnerable
adults, parents and carers in the course of their work also need to be aware of
their safeguarding responsibilities.
Special
attention should be given to our existing policies regarding Safeguarding and
Domestic Violence.
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 team’s 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 people’s 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