Job responsibilities
JOB
DESCRIPTION
JOB TITLE: ADMINISTRATOR
/ RECEPTIONIST
Lambeth Diabetes Intermediate Care Service
REPORTS TO: TEAM
MANAGER
Lambeth Diabetes Intermediate Care Service
HOURS: AS
PER THE NEEDS OF THE PRACTICE / SERVICE
Lambeth Diabetes Intermediate Care
Service
BASED: NORTHWOOD
GROUP PRACTICE Main Site and Branches
Job Summary:
The purpose of
the role is to:
Offer general
assistance to the Lambeth Diabetes Intermediate Care Service (LDICS) team and
project a positive and friendly image to patients and other visitors, either in
person or via the telephone
Receive, assist
and direct patients in accessing the appropriate service or healthcare
professional in a courteous, efficient and effective way
Undertake a variety
of administrative duties to assist in the smooth running of the LDICS including
the provision of secretarial and clerical support to clinical staff and other
members of the LDICS team
Facilitate
effective communication between patients, members of the primary health care
team, secondary care and other associated healthcare agencies
Duties and Responsibilities:
The duties and
responsibilities to be undertaken by members of the LDICS team may include any
or all of the items in the following list.
Duties may be varied from time to time under the direction of the Service
Coordinator & Admin Manager/Practice Manager, dependent on current and
evolving LDICS workload and staffing levels:
Data Entry
To enter data
relating to the clinics on to the Clinical Database
To ensure that
data is coded correctly
To enter data
into spreadsheets
To sort data
within spreadsheets
Community
Service
To deal with
queries from patients and practices
To administer
all referrals in to the service including using ERS
To ensure that
referrals received are triaged by Team GP or Duty DSN.
To ensure all
patient data is added to the clinical system and documents scanned in or
electronically transferred
To book new
patients and follow up patients in to the diabetes community clinic and send
them all of the required paperwork prior to their appointment.
To contact
patients to remind them of their appointment
To ensure all
data is entered and coded accurately in to the clinical system.
To pro-actively
offer solutions to the improvement of administrative processes
To assist with
the gathering of statistics and information when required.
Educational
Activity
To co-ordinate
all educational referral activity and ensure that waiting lists are kept to a
minimum
Book venues to
hold educational events and other events if required.
Liaise with
trainers to find out availability
Schedule events
organising venue and catering where appropriate.
Ensure
referrals to the events are processed in accordance with Triage guidelines.
Send out confirmation
letters
Send out flyers
to practices advertising the event
File all
correspondence and enter data on to the clinical system where required.
Liaise with
drug companies for sponsorship of venues where required.
Confirm agenda
with DSN's and send to applicants
Produce packs
to hand out to applicants.
Collate all
evaluation forms and summarise feedback for analysis
Enter patient
data onto EMIS web
Run regular
reports showing educational activity
General Admin
To assist the Line
Manager / Practice Manager with administrative duties.
To assist the
Clinical lead and DSNs with any administrative support as and when required.
To establish
and maintain filing and administrative systems so that written or computer
information is easily accessible and secure.
Data entry as
required
To receive
incoming and initiate outgoing telephone calls in order to facilitate timely
and appropriate communications with others, taking messages and dealing with
appropriate queries.
To be flexible
to the changing needs of the service
Other Tasks
- Any other tasks as allocated by the Service
Coordinator & Admin Manager / Practice Manager
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
