Job responsibilities
Job Description.
JOB TITLE: Adminstrator / Secretary.
MAIN PURPOSE OF JOB: To
provide a full secretarial and administrative service to the Partners,
Retainer, Locums, Practice Nurses and Practice Manager.
RESPONSIBLE TO: Practice Manager
Summary of
Main Responsibilities and Activities.
Secretarial
Duties to include:
.
Processing Referrals
Enter
referral details on the patients EMIS computer records ensuring all data is
appropriately read-coded.
ERS referral appointments on system and send
relevant information to patients.
Monitor ERS appointments on system and send relevant information to patients.
Monitor ERS for rejected referrals and alert the doctor concerned.
Sort
through ERS list and remove any that have expired.
Liaising
with hospitals, patients and other organisations on behalf of the patients, on
the Doctors instruction..
Path
Tasks/Docman
Deal
with Tasks/Docman requests from doctors / nurses. Send out letters/tasks/emails to patients as
appropriate. Forward results to
consultants as requested.
Booking
Appointments
QOF
booking appointments for Annual reviews Eg COPD, Diabetes etc
24
Hour BP
Minor
Surgery
Implants
& Coils
Home
Visits
Vasectomy
Clinics
Read
Coding
Coding
data onto clinical systems
Scanning
& attaching documents received electronically and through the postal
system. Currently using Workflow Optimisation.
Process
requests for information SAR Insurance reports, Copy of notes Invoicing,
checking payments received, photocopying notes.
Answering
general enquiries on the telephone, transferring calls or dealing with the
callers request appropriately.
Initiating
contact with and responding to requests from patients , team members and
external agencies.
Photocopy
documentation as required.
File
and store documents as required
Input
data into the patients healthcare record as necessary.
Carry
out system searches as requested.
You
may be asked occasionally to cover for other teams.
Maintain
a clean, tidy, effective working area at all times.
Support
all clinical staff with general tasks as requested.
Summarising duties to include:
Culling
and sorting patient records and letters in preparation for summarising.
Reviewing
medical records and producing an accurate summary of the patients medical
history and inputting the information onto the patients records.
Read
coding the information into EMIS.
General
reception cover answering telephone calls, booking appointments and greeting
patients.
Training
Courses
You will be expected to
attend training courses that are relevant to your position.
This list is not intended
to be exhaustive and you may be called upon to perform any other duties as deemed
reasonable by the Partners or 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, 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
holders role
- Undertaking periodic
infection control training (minimum annually)
- 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