Job responsibilities
Title: Management Assistant
Accountable
to: Partners
Reports
to:Business Manager and Practice Manager
Liaises
with: All staff,External third parties as required,Patients as required
Hours: 37.5 Hours per week
PURPOSE
AND OBJECTIVES OF THE ROLE
To provide efficient and effective administrative support to the Business Manager and Practice Manager in relation to the management of the Practice.
DUTIES
Provide support to the Management team, as follows:
- Together with the management team participate in the planning, implementation and co-ordination of Practice meetings, in-house training and educational events, inductions and external activities
- Be responsible for managing the Significant Event log and ensuring reports are completed by the responsible staff member following the SEA meetings
- Undertake ad-hoc project work as when the need arises
- Set up new staff on system - NCLD/ O365 account, EMIS, Docman, tQuest, HIE, CMC, NHS email, Primary Care Support Services and deactivate leavers accounts
- Update Practice website
- Envisage system update messages on TV screen in patient waiting area
- Request Away from My Desk access and maintain list of current users
- Maintain laptop access list
- Telephone system ensure bank holiday/ meeting out-of-hours are working correctly and changed, as and when required
- Provide support to the Practice Manager in administering the complaints process in a timely manner. Lodge annual submission of complaints.
- Monitor NHS choices
- Update Practice Leaflet and other practice forms and maintain stock
- Order appointment cards and ensure up to date information
- CFEP Practice surveys arrange and collate completed surveys
- Manage iPLato appointment reminder settings
- Monitor and allocate clinical rooms in absence of Rota Manager
- PPG take minutes of meetings and circulate to PPG members
- Minute other Practice meetings, as required.
Provide administrative support for QOF (quality outcomes framework), enhanced services and public health indicators through carrying out the following duties:
- Create and perform population-reporting searches within the EMIS clinical system to ensure call and recall lists remain up to date.
- Identify and rectify coding discrepancies/errors to ensure data gathered is reliable and meets QOF/enhanced services/public health criteria.
- Routinely check current QOF, enhanced services and public health indicator figures to ensure that the Practice remains on track with targets.
- Liaise with GP leads for the different domains in order to create an action plan to meet targets.
- Bring to the attention of the GP lead any domains which require further attention/work to improve figures.
- Present up-to-date reports at steering group meetings and minute discussions.
- Provide administrative support to clinical team with call and recall work in order to meet QoF, Enhanced services and Public Health targets
- Provide administrative support during annual Flu Campaign.
Co-ordinate and be responsible for the processing of Child Health and the Immunisation Programme, as and when required, in accordance with the Protocol:
- Undertake quarterly child immunisation target work within the required timeframe ensuring targets are met.
- Inform the Business Manager, Practice Manager and the Partners if the targets are not being met.
- Liaise with the relevant staff members at the Community Health Services to obtain any missing child immunisation data.
- Send all necessary correspondence to those within the target group inviting them for immunisations.
Run DNA Patient Searches on a regular basis:
- Run a monthly search of those patients who did not arrive for booked appointments and provide reports to the Business Manager and Practice Manager.
- Issue a standard pro forma letter upon the patient's second DNA occasion within a 6 month period.
Send address chasers to patients who have not been seen for a significant period of time, or where documents have been received containing a different living address.
- Deduct from the Practices registration list patients who have moved outside of the catchment area.
To be responsible for the EMIS clinical system and any IT issues within the practice
- Act as point person for managing all IT issues.
- Together with Practice Manager be responsible for the EMIS clinical system and any IT issues within the Practice
- Ensure smooth running of the EMIS clinical system, Docman and all other systems used by the Practice
- Liaise with GPIT, EMIS, PCTi, Partners and the Practice Manager to maintain and update the IT system/Programs within the Practice
- Keep Practice informed of any changes or development to the EMIS clinical system, Docman and other relevant systems
- Report any issues with IT equipment e.g. printers, scanners, laptops, computers, and software packages to GPIT ensuring the issues are resolved with minimum disruption to the operation of the Practice
- Ensure the smooth running of the Surgery Pod and that any issues with it are reported and resolved promptly
- Provide assistance in any issues associated with the waiting room TV screen and Automated Arrivals check in system.
- Provide training to staff on IT equipment, as and when required.
- Act as the smartcard sponsor in the absence for the Practice Manager.
This job description is not exhaustive and may change with the agreement of the Business Manager, Practice Manager and the Partners. The postholder should not be reasonably withhold agreement to any change.
