Administration Assistant

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: Administration Assistant

REPORTS TO: Reception Lead and Practice Manager

Job Summary:

We are looking for an enthusiastic team player to join our busy admin/reception team at our two sites, Mill Road Surgery and our branch at Cherry Hinton, High Street. To support the practice in delivering a polite and professional service to our patient population and to support the practice clinical team by undertaking a wide range of administrative duties and the provision of administrative support to the whole multidisciplinary team. To reduce the time spent by GPs and the clinical team on managing correspondence and undertaking coding with guidance, freeing up more clinical time in the process.

Job Responsibilities:

Administration

To have a thorough knowledge of all practice procedures

To work in accordance with written protocols

To carry out specific administrative tasks as requested by the Practice Leads

Key Responsibilities:

Scanning and Coding

Scanning:

Scanning paper-based documents, such as correspondence, reports, and referrals, into the patient's electronic health record.

Coding:

Identifying and coding relevant clinical information from scanned documents using standardized coding systems (e.g.,SNOMED CT,Read codes)and ensuring it is accurately entered into the patient's record.

Record Management:

Ensuring patient records are kept up-to-date, organized, and easily accessible for clinical staff.

Workflow Optimisation:

Managing the flow of information through the practice, directing documents and information to the appropriate staff members for action.

Data Accuracy:

Maintaining the accuracy and integrity of patient data, which impacts clinical safety, practice funding, and reporting.

Communication:

Communicating effectively with clinical and administrative staff regarding coding queries and ensuring relevant information is shared appropriately.

New patient registrations and patient deductions

Manage patient data

Ensure accurate record keeping

Adhere to NHS guidelines.

Process new patient registrations

Handle deductions when patients move or pass away

Maintain accurate patient lists.

Secretarial work

Monitor and action all referrals received from the GPs

Daily checking of the activity work lists within an electronic Referral Service (eRS) to action any new incoming referrals, checking that the referral letter and other relevant documentation has been attached to meet the minimum data set to be accepted onto a waiting list.

To provide administrative support across all service lines including inbox management, telephone support and stakeholder engagement.

Monitor existing patients progress through the system.

Monitor and action any rejected referrals.

Provide effective liaison with the patient and/or other healthcare professional to obtain all relevant information so that the correct clinical pathway for the individual patient can be chosen. This includes progress chasing as necessary to ensure all relevant documentation is available to support the patient pathway.

Completing routine administrative tasks and paperwork, such as insurance forms, under the GP's direction.

Additional Requirements

Attention to detail:Accuracy is paramount in both scanning and coding.

Strong organizational skills:Managing a high volume of information and ensuring efficient workflows.

Knowledge of coding systems:Familiarity with standardized coding systems like SNOMED CT and Read codes is required, however training will be given

Proficiency with GP practice systems:Experience withSystmoneor similar systems is often needed.

Excellent communication skills:Ability to communicate effectively with colleagues and clinicians.

Understanding of clinical terminology:A basic understanding of medical terminology and clinical processes is helpful.

Ability to work independently and as part of a team:Balancing individual workload management with collaborative tasks.

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:

Employees must take reasonable care for the health, safety and security of themselves and others who may be affected by their acts or omissions at work.

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 prevention and 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, Diversity and Inclusion:

The post-holder will support the equality, diversity and inclusion 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 appraisal, including taking responsibility for maintaining a record of own personal and/or professional development

All staff are required to attend and/or carry out on-line essential training as instructed by the Business Manager (Fire Safety, Health & Safety, Safeguarding Children and Adults, Mental Capacity Act, Information Governance, Resuscitation Procedure)

Attend Staff Meetings which provide opportunity to discuss any matters arising from the job and to instruct on new procedures, policies and training requirements

Quality:

The post requires a friendly flexible person who is keen, enthusiastic and able to adapt to a variety of duties and new tasks. Assess own performance and take accountability for their own actions, either directly or under supervision to ensure the smooth running of the practice. Punctuality is paramount; all staff must arrive and start work on time. The practice provides a uniform shirt which can be worn with navy or black clothing of a smart appearance and a name badge to be worn at all times when on duty.

Person Specification

Qualities and Atributes

Essential

• Calm
• Self-motivated
• Flexible/Adaptable/Reliable
• Self-awareness
• Willing to learn new skills
• Team player
• Good timekeeper
• Ability to cover additional hours at short notice

Experience

Essential

• Team work
• Working with General Public
• Administration work
• Ability to work on own initiative

Desirable

• Previous NHS administration work
• Computer skills
• Knowledge of MS Office suite
• Knowledge of Systmone
• Knowledge of NHS eReferral

Skills/Ability and Knowledge

Essential

• Good telephone manner
• Good organisational skills
• Ability to communicate verbally and in writing
• Empathy with client group
• Coping under pressure in a busy environment
• Good keyboard skills
• Computer literate
• Understanding of confidentiality
• Excellent accuracy

Qualifications

Essential

• Good standard of general education
• GCSE/CSE or equivalent English & Maths

Desirable

• 1.NVQII Customer Service or Business Administration
• 2.Equivalent experience of above

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Mill Road Surgery

Address

279-281 Mill Road

Cambridge

Cambridgeshire

CB1 3DG

Employer's website

https://www.millroadsurgery.co.uk (Opens in a new tab)