Job responsibilities
Job Summary:
The
post holder is an administrator with experience in operating systems and
processes, which will support the administration of referrals for further care.
They will have knowledge of IT systems, Microsoft Office applications,
templates, and pro-formas.
They will collaborate with the general practice
team to meet patients' needs and support the delivery of policies and
procedures in accordance with local and national guidance.
Key
Responsibilities:
To perform administrative duties supporting referral
management covering NHS and private referral referrals.
To perform administrative duties supporting non-GMS
work
To retrieve medical notes and make copies as required
(including but not limited to insurance reports, patient access to notes, and requests
from solicitors).
Receive and make telephone calls as necessary, take
messages and record accurately.
Insurance Reports are completed, copied, filed and
recorded by Practice policies and the Data Protection Act.
Other non-GMS work
Process and invoice medical reports as required.
Ensure all information is recorded accurately and
timely onto the Practices computer systems.
Acceptance and adherence to the need for strict
confidentiality.
To be willing to undertake other delegated duties
considered appropriate to the post.
To provide cover for team members during periods of
sickness and annual leave.
Key responsibilities:
Communication
Utilise and demonstrate sensitive
communication styles to ensure patients are fully informed and consent to
treatment
Communicate with and support patients who are
receiving bad news
Communicate effectively with patients and
carers, recognising the need for alternative methods of communication to
overcome different levels of understanding, cultural backgrounds and
preferred ways of communicating
Anticipate barriers to communication and take
action to improve communication
Maintain effective communication within the
practice environment and with external stakeholders
Act as an advocate for patients and colleagues
Ensure awareness of sources of support and
guidance (e.g. PALS) and provide information in an acceptable format to
all patients, recognising any difficulties and referring them where
appropriate
Delivering a quality service
Prioritise, organise and manage your workload
in a manner that maintains and promotes quality
Participate in quality assurance and safety
processes across the organisation and its activities
Participate in shared learning across the
practice and broader organisation
Use a structured framework (e.g. root-cause
analysis) to manage, review and identify learning from patient complaints,
clinical incidents and near-miss events
Assess the impact of policy implementation on
care delivery
Understand and apply legal issues that support
the identification of vulnerable and abused children and adults, and be
aware of statutory child/vulnerable patients health procedures and local
guidance
Leadership personal and people development
Take responsibility for own learning and
performance, including participating in clinical supervision and acting as
a positive role model
Support staff development to maximise
potential
Actively promote the workplace as a learning
environment, encouraging everyone to learn from each other and external
good practice
Encourage others to make realistic self-assessments
of their application of knowledge and skills, challenging any complacency
or actions that are not in the interest of the public and users of
services
Critically evaluate and review innovations and
developments that are relevant to the area of work
Enlist support and influence stakeholders and
decision-makers to bring about new developments in the provision of
services
Contribute to planning and implementing
changes within the area of care and responsibility
Contribute to the development of local
guidelines, protocols and standards
Team working
Understand your own role and scope and
identify how this may develop over time
Work as an effective and responsible team
member, supporting others and exploring the mechanisms to develop new ways
of working
Delegate clearly and appropriately, adopting
the principles of safe practice and assessment of competence
Create precise referral mechanisms to meet
patient need
Prioritise own workload and ensure effective
time-management strategies are embedded within the culture of the team
Work effectively with others to clearly define
values, direction and policies impacting care delivery
Discuss, highlight and work with the team to
create opportunities to improve patient care
Manage and lead on the delivery of
specifically identified services or projects as agreed with the practice
management team
Agree plans and outcomes by which to measure
success
Management of risk
Manage and assess risk within the areas of
responsibility, ensuring adequate measures are in place to protect staff
and patients
Monitor work areas and practices to ensure
they are safe and free from hazards and conform to health, safety and
security legislation, policies, procedures and guidelines
Ensure appropriate supervision of safe
storage, rotation and disposal of vaccines and drugs.
Participate in mandatory and statutory
training requirements
Apply infection-control measures within the
practice according to local and national guidelines
Interpret national strategies and policies
into local implementation strategies that are aligned with the values and
culture of general practice
Managing information
Use technology and appropriate software as an
aid to management in planning, implementation and monitoring of care,
presenting and communicating information
Review and process data using accurate Read
codes to ensure easy and precise information retrieval for monitoring and
audit processes
Manage information searches using the internet
and local library databases
Understand the responsibility of self and
others to the practice and primary care trust regarding the Freedom and
Information Act
Monitor and confirm that the nursing team are
receiving and processing data and information in an agreed format
Collate, analyse and present clinical data and
information to the team
Learning and development
Undertake mentorship for more junior staff
Disseminate learning and information gained to
other team members to share good practices and inform others about current
and future developments (e.g. courses and conferences)
Assess own learning needs and undertake
learning as appropriate
Provide an educational role to patients,
carers, families and colleagues in an environment that facilitates
learning
Equality and diversity
Identify patterns of discrimination and take
action to overcome this and promote diversity and equality of opportunity
Enable others to promote equality and
diversity in a non-discriminatory culture
Support people who need assistance in
exercising their rights
Monitor and evaluate adherence to local
chaperoning policies
Act as a role model in the observance of
equality and diversity in good practice
Accept the rights of individuals to choose
their care providers, participate in care and refuse care
Assist patients from marginalised groups to
access quality care