Job responsibilities
JOB DESCRIPTION
JOB TITLE: IT & ADMINISTRATIVE LEAD
REPORTS TO: OPERATION & BUISNESS MANAGER
HOURS: 36 hours per week
Job summary:
To support all Managers in managing the practices IT systems and Administration Team, ensuring the team runs smoothly and data is accurately entered and reported.
Job responsibilities:
Managing databases
Set up and maintain new users according to practice protocol, ensuring they have access to required applications
EDI administration
End of quarter tidying up
Ensure templates are up to date and accurately entered within appropriate time frames
Load upgrades of GPASS, ensuring they run in accordance to instructions and that all users are aware of any resulting changes or updates
Troubleshoot IT problems and identify solutions. Where appropriate, report IT faults to appropriate suppliers helpdesk
Managing deductions and ensure completed weekly
Check incomplete registrations
Oversee all administration work. Have good understanding and knowledge of all jobs undertaken by the administration team including workflow re-direction with GP and administration team.
Responsible for the smooth running of System one, Accurx, phone system, all internal computer software, emailing patients quarterly newsletter and health information.
Ensuring the smooth running of the administration team and ensure all administrative staff are trained in their specific role and any other tasks given. Attending all mandatory training
Lead on and process insurance reports and SARS
Data entry
Enter test results and consultation data into patient records ensuring accuracy and compliance with current read code policy
Advise the Manager of any problems arising from data entry which are otherwise unresolvable
Ensure all administration work including coding, scanning and summarising is completed in a timely manner
Smartcard Take responsibility for security around staff smart cards
Liaising with PCSE
Audit
Run contract searches and reports when necessary
Ensure data is consistently entered and run searches to find anomalies
Training support
Provide training support to all clinical and non-clinical staff
Ensure new staff have all the passwords they may need, know how to log on to the desktop, can use any applications they require and that they understand the practices protocol on data security
Monthly meetings to be held for the ongoing support and growth of the administration team
Data protection
Ensure security of data in accordance with the Data Protection Act
Other duties
Any other duties commensurate with skills and responsibilities.
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 re: 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
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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 that 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
This job description is not exhaustive.