Job responsibilities
Job
Summary
To
provide administrative support and services to all members of the practice team
and partners.
1. Main Duties / Key Tasks
The
following are the core responsibilities of an Administrator. There may be, on
occasion, a requirement to carry out other tasks. This will be dependent upon factors
such as workload and staffing levels.
1.1. Clinical Coding and Records
1.1.1. Accurately clinically coding data on
SystmOne into the patient record.
1.1.2. Identifying relevant clinical information
documented in patient correspondence, coding appropriately and completing any
detailed action.
1.1.3. Ensuring all new patient notes are
summarised within the 8 week target time.
1.1.4. Filing and storing records as required.
1.1.5. Photocopying documentation as required.
1.1.6. Scanning patient related documentation
and attaching scanned documents to patients healthcare records
1.1.7. Inputting data into patients healthcare
records as necessary
1.2. Patient Registration Admin
1.2.1. Ensure all new patient registrations and
processed and added to the clinical system within the 3 working day target time.
1.2.2. Ensure the EDI links are kept up to date.
1.2.3. Process new patient notes received in
the NHS mail bag and put onto clinical system as received.
1.2.4. Process all FP22 requests in line with
the practice policy.
1.2.5. Ensure all patients living outside of
the practice boundary are processed in accordance with the FP69 practice
policy.
1.3. Pathology
1.3.1. Ensure that all pathology results are
arriving in line with scheduled times. Report any issues to the Patient
Services Manager.
1.3.2. Ensure all pathology results are
distributed in line with practice policy.
1.3.3. Process any pathology results that fall
into any of the practice protocols.
1.4. General
1.4.1.
Support
other teams, including reception, when necessary.
1.4.2.
Inputting
and extracting data as required to support practice reports.
1.4.3. Actioning all incoming correspondence,
emails and mail in a timely manner.
1.4.4.
Answering
incoming telephone calls, transferring calls or dealing with the callers
request appropriately. Carrying out system searches as requested.
1.4.5.
Maintaining
a clean, tidy, effective working area at all times.
1.4.6.
Supporting
all clinical staff with general administrative tasks as requested.
1.5. Assist other administrators in relation
to their tasks when needed, subject to training and skills.
1.6. Provide administrative support to
members of the primary health clinical team ensuring appropriate practice
records are kept up to date.
2. Duties Specific to the Post Holder
2.1. Jessica Callaghan
2.1.1. Support the Assistant Practice Manager in
ensuring compliance with fire regulations, including but not limited to role of
Fire Marshall.
2.1.2. Accurately use the Shared Care TDM
database.
2.1.3. Support the Assistant Practice Manager
with organising staff activities, in line with the Watton Entertainment Group
terms of reference.
2.2. Richard OCallaghan
2.2.1. Support the BA finance time in line with
the Finance Assistant role.
2.2.2. Support the Secretary team in line with
the Secretarial role.
2.2.3. Support the practice management team
with ordering of stationary for the practice, in line with the practice
ordering protocol.
2.2.4. Support the Clinical Workforce Manager
with on the day IT queries as they arise.
3. Confidentiality
3.1. 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
3.2. 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
3.3. 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.
4. Health and Safety
4.1. 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, to include:
4.1.1. Using personal security systems within
the workplace according to practice guidelines
4.1.2. Identifying the risks involved in work
activities and undertaking such activities in a way that manages those risks
4.1.3. Making effective use of training to
update knowledge and skills
4.1.4. Using appropriate infection control
procedures, maintaining work areas in a tidy and safe way and free from hazards
4.1.5. Reporting potential risks identified.
5. Equality and Diversity
5.1. The post-holder will support the
equality, diversity and rights of patients, carers and colleagues, to include:
5.1.1. 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
5.1.2. Respecting the privacy, dignity, needs
and beliefs of patients, carers and colleagues
5.1.3. Behaving in a manner which is welcoming
to and of the individual, is non-judgmental and respects their circumstances,
feelings priorities and rights.
6. Personal/Professional Development:
6.1. The post-holder will participate in any
training programme implemented by the practice as part of this employment, such
training to include:
6.1.1. Participation in an annual individual
performance review, including taking responsibility for maintaining a record of
own personal and/or professional development
6.1.2. Taking responsibility for own
development, learning and performance and demonstrating skills and activities
to others who are undertaking similar work.
6.1.3. Attend annual mandatory up-dates on Fire
Safety, Resuscitation and Safe Lifting.
7. Quality:
7.1. The post-holder will strive to maintain
quality within the practice, and will:
7.1.1. Alert other team members to issues of
quality and risk
7.1.2. Assess own performance and take
accountability for own actions, either directly or under supervision
7.1.3. 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
7.1.4. Work effectively with individuals in
other agencies to meet patients needs
7.1.5. Effectively manage own time, workload
and resources.
8. Communication:
8.1. The post-holder should recognize the
importance of effective communication within the team and will strive to:
8.1.1. Communicate effectively with other team
members
8.1.2. Communicate effectively with patients
and carers
8.1.3. Recognize peoples needs for alternative
methods of communication and respond accordingly.
9. Contribution to the Implementation of
Services:
9.1. The post-holder will:
9.1.1. Apply practice policies, standards and
guidance
9.1.2. Discuss with other members of the team
how the policies, standards and guidelines will affect own work
9.1.3. Participate in audit where appropriate.
9.1.4. Complete other appropriate work as
deemed necessary by the practice.