Administration Clerk

Job description

Job responsibilities

JOB DESCRIPTION JOB TITLE: Administration Clerk

RESPONSIBLE TO: Practice Manager

ACCOUNTABLE TO: Practice Manager

JOB SUMMARY:

The post holder will be responsible for the general administrative functions to include transcribing referral letters within the Practice . Work within set routines, policies and procedures to provide a comprehensive high quality service to the unit, and able to deal efficiently and courteously with patients and relatives enquiries.

Principal Duties and Responsibilities

To answer the telephone promptly and deal with enquiries in a helpful and courteous manner, being aware of the need to maintain confidentiality at all times regarding patients and staff.

• To maintain a good rapport/relationship between internal and external customers of the Practice at all times.
• To adopt a proactive approach and deal with any issue relating to the administration department which may arise. Prioritising daily duties to ensure deadlines are met
• Patient engagement proactively inform patients of any new services in relation to referral practices and signpost to appropriate services when necessary
• Ad hoc duties as required from clinical and management team.
• To email referrals to the relevant hospital departments as requested by clinical staff & accurately document the receipt in patients records. Using e-RS system to refer patients at the clinicians request, to print patients booking information and appointment summaries.
• To effectively communicate the complaints procedure when necessary.
• Ensure a good flow of communication within the admin team and across the practice, particularly in response to problems.
• To ensure a handover is given to colleagues when shift ends. Communicating via the end of day on anything that may require further attention.
• Ensure tasks in EMIS workflow are actioned within a 48-hour time frame where possible

To distribute letters, memorandums, reports, and general correspondence as required and to ensure efficient maintenance of all records in accordance with Statutory and Company procedures.

To ensure all correspondence received in the Practice is date stamped and receives prompt attention and that the Practice's filing system is maintained accurately and promptly.

To accurately scan and code clinical correspondence on to patients record using the clinical software (Docman).

To accurately manage the clinical correspondence once trained

• To attend and contribute to staff meetings and development meetings constructively.

• In keeping with the general management role and as may be determined by the Practice Manager.
• Monitor the Cancer referral tracking system to ensure patients have attended their appointment after 2 weeks from referral date.
• To assist with QOF Management as and when required
• To Assist with enhanced services when required
• Report any untoward incidents such as complaints, clinical emergencies, and injury as per company policies/procedures.
• Ad hoc duties from clinical and management team.

This job description is not intended to be exhaustive and from time to time you may be required to take on other tasks in addition to those detailed above

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Medical Terminology
• Experience of using Emis Web and Docman Work Management system
• Knowledge of Read Coding into clinical records

Desirable

• Further education or vocational training
• NVQ in Administration

Employer details

Employer name

Barbourne Health Centre

Address

44 Droitwich Road

Worcester

WR3 7LH

Employer's website

https://www.barbournehealthcentre.nhs.uk/ (Opens in a new tab)