Job responsibilities
WALLINGTON FAMILY PRACTICE
JOB DESCRIPTION
JOB TITLE: General Administrator
RESPONSIBLE TO: Assistant Practice Manager
ACCOUNTABLE TO: All Partners and the Practice Business Manager
OVERVIEW
Wallington Family Practice currently provides general medical services to a population of approximately 20,000 patients. It has 11 GPs, 2 Pharmacists, a Lead Nurse, 5 Practice Nurses, 2 HCA, and an extensive team of admin and reception staff.
Wallington Family is a large proactive teaching practice located in a purpose built health centre close to Wallington town centre. It is part of the Wallington Primary Care Network (PCN) working collaboratively with local general practice colleagues for the good of the local population.
The main purpose of this role is to provide efficient, courteous and responsive administrative support to the practice catering to the diverse needs of patients and supporting others where necessary.
MAIN DUTIES AND RESPONSIBILITIES
To be able to work under pressure and have the ability to prioritise work to tight deadlines with good attention to detail.
To be able to work independently as well as part of a team.
To be IT literate with a working knowledge of Microsoft Office.
To have a willingness to undertake training on EMIS, Docman, and Lexacom along with any other training deemed necessary.
To assist the GPs and other clinicians in the provision of a high quality service.
To deal with patient and clinician queries relating to patient care, treatment and referrals and highlight any issues as appropriate.
To investigate enquiries, collate and ensure patient information is sent securely, if appropriate, to follow data protection protocol.
To speedily action Safeguarding requests for information and ensure these are prioritised and dealt with in the allocated timeframe.
To review and respond to items in the generic mailbox, moving specific items to other folders for attention by others and addressing those relevant to the general role in suitable timescales
To oversee and action items in the electronic referral worklist ERS and ensuring this is kept up to date.
To create referrals dictated using Lexacom and also other referrals using forms, complete reports, and other documents.
To send referrals electronically using the eRS system or via other directed routes where appropriate. To scan documents to EMIS as required.
To code items as directed by clinicians or elsewhere.
To respond and forward notifications from NHS111 and A&E, coding information where required.
To follow up on cytology recalls, checking patient eligibility and sending final recall notifications to patients.
To assist in any call and recall system required by the practice.
To check lab results, reallocating as needed and responding to unmatched items. To ensure urgent lab results are addressed daily.
To respond to tasks including patient notes issued by those within the practice and externally including the extended access hub, responding to urgent tasks within suitable timescales. To complete tasks sent via Docman.
Taking calls in a professional manner from patients and elsewhere, responding to queries and updating records as appropriate.
Taking calls from 111 and the emergency services.
Making calls to the emergency services.
Completing or responding to requests for form completion
Following protocols for advising of deaths.
Responding to internal system emails and screen messages
Retrieval and filing of patient notes as needed
Entering patient data onto the clinical system and updating Data Sharing register when sharing patient data with a third party.
To book patient transport as necessary.
To participate in practice meetings and team meetings and take minutes of the meetings.
To keep the office working areas clear and tidy and suitable for other users at all times
To undertake other duties as may from time to time be asked and consistent with the post and where capacity permits
To be a key member of the Admin team and to establish close working relationships with all members of staff.
OTHER INFORMATION
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 and the practice Infection Control policy.
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 keeping them free from hazards
- Actively reporting health and safety hazards and infection hazards immediately when recognised
- Reporting potential risks identified
Data Quality:
To work within the clinical computer system and other systems as appropriate to improve data quality.
Equality and diversity:
To 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
To participate in any training programme implemented by the practice as part of this employment, such training to include:
- All mandatory and other training as required and directed for the role
- 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.
Quality:
- 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.
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.
DBS
The post-holder will be required complete a satisfactory check from the Disclosure and Barring Service concerning any former criminal convictions. You should note that employment within the practice is not subject to the Rehabilitation of Offenders Act 1974, and that you are required to declare all criminal convictions, even those which are classed as spent.