Job summary
A fantastic opportunity has arisen to support our practices in the provision of Administrative services. We are a friendly practice team, based over two sites in the heart of Bensham. This position would be an ideal opportunity for a skilled Administrator to further develop their knowledge of Primary Care services.
You will work alongside a skilled administrative and secretarial team, supporting wider teams in a range of functions throughout the practice.
Main duties of the job
The Reception Care
Navigator will act as the first point of contact for patients, receiving and
directing them to the most appropriate care and ensure that they are assisted courteously,
efficiently and with empathy.
To provide efficient
and effective administrative support to the clinical team by reviewing clinical
documents and coding as appropriate.
Administration for
a robust patient recall system including chronic disease reviews, Enhanced Services
and Quality and Outcomes Framework areas.
Work closely with
the Quality and Contracts Manager to maintain high standards of data quality
and administrative services provision.
Provide support to the administration team with
secretarial duties, registrations, summarising, word processing, medical reports,
queries, and correspondence, as required.
About us
Accountability & Quality
We behave with
candour in our dealings with staff, patients and partner organisations building
trustworthy, open, transparent relationships that further our aim to provide
excellent patient-centered, accessible services. We have a highly effective,
safe and innovative organisation with a culture of continuous quality
improvement, enabling learning and evidence-based care to improve both the
quality and range of services we offer.
Staff & Patient Involvement
We are a committed
and inspired team striving to be the best at what we do. Working with patients
we shape and continuously improve our services within the health and wellbeing
system.
Leading the Way
Our involvement in teaching,
research and integration with health and social care ensure that we are
proactive and productive in planning and delivery. We show vision, ambition and
courage to maximize our financial potential to commission and provide the best
possible care for those we serve.
Job description
Job responsibilities
To provide essential support to GPs managing clinical documents, coding appropriately and processing.
Use of EMIS software to review and sort electronic letters and laboratory results.
The direct computer inputting of patient information and data onto medical records (e.g. entering diagnosis, values and relevant details from patient hospital letters) ensuring hospital discharge letters are actioned appropriately when change of medications are required.
Manage monthly patient searches and recall invitations.
Responsible for administration of Supporting Transfer of Care - bloods monitoring/diary follow ups/appointments
Electronic tasks on a weekly rota e.g., distribution of generic emails, managing EDT transfers, electronic document sorting, liaising with service providers if necessary
Secretarial/Administrative support as required, including:
- Audio, touch typing of GP referrals and reports or complex documents
- Using NHS Choose and Book system to make referrals for patients
- Making and tracing hospital appointments for patients. Arranging urgent appointments, termination of pregnancy etc
- Providing information to patients sometimes of a sensitive nature
Liaising with local hospitals, dealing with queries for patients and other health professionals
Reception Care Navigation including:
- Signpost patients to services and clinicians that will meet their needs.
- Help patients to navigate health and social care.
- Supporting patients to register with the practice where there is a barrier, i.e. language, cultural considerations etc.
- Receive and direct patients on arrival at the reception desk in a friendly and courteous manner, ensuring their requirements are met efficiently and professionally.
- Provide help to patients with general enquiries, and to assist them to make appointments, using the computer appointment system.
- Receive, record and direct accurate messages when appropriate and pass these onto other members of the team using emails or clinical system.
- Answer telephones promptly in a polite and professional manner and manage calls appropriately. Dealing with patients and other callers and forwarding to the most appropriate team member if necessary
- Deal efficiently with general enquiries from patients, explain surgery procedures, appointment system and all other procedures for obtaining services, hand out patient pack / practice leaflet as appropriate.
- To advise patients on approximate waiting times and of any unexpected delays
- To book interpreters for patients when needed
- To take in fees from patients where applicable and issue receipts
- To give patients any forms / referral letters that are waiting for collection checking ID and taking in fees where necessary.
To listen to patient's complaints, always remaining polite and empathetic, making sure they are addressed and dealt with appropriately, enlisting the help of a senior colleague when needed.
Providing administrative support to the HR and Finance team as required, including:
- Assistance generating information for financial claims using searches
General administrative duties and filing
Providing administrative support to the management team if required
Maintain ongoing training and development as expected to enhance your skills.
Work safely at all times in accordance with Health and Safety Legislative requirements and Practice Policy and Procedures. Awareness of legislation and compliance regarding patient confidentiality and information governance.
You are expected to maintain a professional approach to your job at all times, to be able to work independently and as part of the team.
Job description
Job responsibilities
To provide essential support to GPs managing clinical documents, coding appropriately and processing.
Use of EMIS software to review and sort electronic letters and laboratory results.
The direct computer inputting of patient information and data onto medical records (e.g. entering diagnosis, values and relevant details from patient hospital letters) ensuring hospital discharge letters are actioned appropriately when change of medications are required.
Manage monthly patient searches and recall invitations.
Responsible for administration of Supporting Transfer of Care - bloods monitoring/diary follow ups/appointments
Electronic tasks on a weekly rota e.g., distribution of generic emails, managing EDT transfers, electronic document sorting, liaising with service providers if necessary
Secretarial/Administrative support as required, including:
- Audio, touch typing of GP referrals and reports or complex documents
- Using NHS Choose and Book system to make referrals for patients
- Making and tracing hospital appointments for patients. Arranging urgent appointments, termination of pregnancy etc
- Providing information to patients sometimes of a sensitive nature
Liaising with local hospitals, dealing with queries for patients and other health professionals
Reception Care Navigation including:
- Signpost patients to services and clinicians that will meet their needs.
- Help patients to navigate health and social care.
- Supporting patients to register with the practice where there is a barrier, i.e. language, cultural considerations etc.
- Receive and direct patients on arrival at the reception desk in a friendly and courteous manner, ensuring their requirements are met efficiently and professionally.
- Provide help to patients with general enquiries, and to assist them to make appointments, using the computer appointment system.
- Receive, record and direct accurate messages when appropriate and pass these onto other members of the team using emails or clinical system.
- Answer telephones promptly in a polite and professional manner and manage calls appropriately. Dealing with patients and other callers and forwarding to the most appropriate team member if necessary
- Deal efficiently with general enquiries from patients, explain surgery procedures, appointment system and all other procedures for obtaining services, hand out patient pack / practice leaflet as appropriate.
- To advise patients on approximate waiting times and of any unexpected delays
- To book interpreters for patients when needed
- To take in fees from patients where applicable and issue receipts
- To give patients any forms / referral letters that are waiting for collection checking ID and taking in fees where necessary.
To listen to patient's complaints, always remaining polite and empathetic, making sure they are addressed and dealt with appropriately, enlisting the help of a senior colleague when needed.
Providing administrative support to the HR and Finance team as required, including:
- Assistance generating information for financial claims using searches
General administrative duties and filing
Providing administrative support to the management team if required
Maintain ongoing training and development as expected to enhance your skills.
Work safely at all times in accordance with Health and Safety Legislative requirements and Practice Policy and Procedures. Awareness of legislation and compliance regarding patient confidentiality and information governance.
You are expected to maintain a professional approach to your job at all times, to be able to work independently and as part of the team.
Person Specification
Skills
Essential
- Excellent communication skills (Written and Oral)
- IT skills
- Time Management and the ability to work to deadlines
- Ability to prioritise workload
- Ability to work unsupervised
- Problem solving skills
- Interpersonal skills
Knowledge
Essential
- Medical Terminology
- Computerised Medical Records
- Good knowledge of NHS legislation including Information Governance and Data Protection
Desirable
- A detailed understanding of General Practice
Qualifications
Essential
- Good standard of general education
Desirable
- NVQ Level 2 or above Business Administration
- IT qualification
- Medical Terminology
- Data Quality
- Clinical Read Coding
- Summarising
- RSA Typing
- Personalised Care and Support Planning (PCSP) certificate
Behaviours
Essential
- Conscientious
- Performing under pressure
- Adaptability
- Taking the initiative
- Team working
- Self-motivated
- Flexibility
- Confidentiality
Experience
Essential
- Secretarial or administrative role
- Experience of using own initiative
- Practical experience of working within a team
Desirable
- Experience of working within a General Practice environment
- Practical experience of computerised recording system (EMIS)
Person Specification
Skills
Essential
- Excellent communication skills (Written and Oral)
- IT skills
- Time Management and the ability to work to deadlines
- Ability to prioritise workload
- Ability to work unsupervised
- Problem solving skills
- Interpersonal skills
Knowledge
Essential
- Medical Terminology
- Computerised Medical Records
- Good knowledge of NHS legislation including Information Governance and Data Protection
Desirable
- A detailed understanding of General Practice
Qualifications
Essential
- Good standard of general education
Desirable
- NVQ Level 2 or above Business Administration
- IT qualification
- Medical Terminology
- Data Quality
- Clinical Read Coding
- Summarising
- RSA Typing
- Personalised Care and Support Planning (PCSP) certificate
Behaviours
Essential
- Conscientious
- Performing under pressure
- Adaptability
- Taking the initiative
- Team working
- Self-motivated
- Flexibility
- Confidentiality
Experience
Essential
- Secretarial or administrative role
- Experience of using own initiative
- Practical experience of working within a team
Desirable
- Experience of working within a General Practice environment
- Practical experience of computerised recording system (EMIS)
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.
