Admin Assistant

Job description

Job responsibilities

JOB DESCRIPTION

Job Title: Admin Assistant

Grade: Band 2

Accountable to: Office Manager

MAIN ROLE AND PURPOSE OF THE POST

This role is within the Clinical Admin Team, who support all aspects of patient care across the company. The Admin Assistant is a developmental role. They will be expected to develop the skills necessary to work in all aspects of the admin team.

Provide admin support to all clinical areas of the company.

Be a first point of contact for patients.

Assist patients to access the services that they need.

SPECIFIC RESPONSIBILITIES

The responsibilities described below are those of the clinical admin team.

Access

Answer the telephone as a priority and respond to the caller in an appropriate manner.

Man the reception desk. Book appointment, signpost to other services and support patients care.

Data Flow

Action all incoming data received through electronic transfer, e-mail and post. Ensure that it is coded and reviewed by an appropriate clinician.

Action outgoing data through electronic transfer, e-mail, sms message or post.

Clinical Support

Action tasks from the clinical team.

Administer the recall system for patients with long term conditions.

Monitor the uptake of all screening programmes and manage additional recalls as required.

Apply clinical coding to patient records as appropriate.

Update the Open Exeter system.

Monitor the childhood immunisation status of all children and liaise with the Child Health Department as necessary.

Maintain waiting lists of patients for specialist clinics and ensure that they are given appropriate appointments.

Outgoing Information

Ensure that referrals are processed in accordance with national timelines and liaise with the referral management centre as necessary.

Audio type patient referrals and submit them through the E-Referral system.

Deal with any referral queries from clinicians and patients.

Assist patients where necessary to make outpatient appointments.

Action requests for medical reports including liaising with patients to confirm consent is obtained and finance to confirm payment is received.

Action Subject Access Requests in line with GDPR legislation.

Patient records

Action applications for registrations ensuring that patients provide all necessary information and are made aware of consent to share information and on-line access to records.

Action the transfer of patient records, electronically and in hardcopy.

Summarise hardcopy records to ensure the electronic record is complete.

Ensure that SystmOne is reconciled to PCSE through GP Links.

Return hardcopy records to PCSE for patients who are no longer registered.

GENERAL RESPONSIBILITIES

Confidentiality

You shall comply with the General Data Protection Regulations when processing personal data for patients and staff.UPDATE FC

You must be aware of the Caldicott Principles as they affect your work. You can address any questions in relation to this to your line manager.

Any data breaches should be reported immediately to the Data Protection Officer.

All enquiries from the media must be referred to a Director.

Health and Safety

All employees have a statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as soon as they are identified.

All staff must contribute to the management of risk. This requires them to assess the risk in all situations, take of appropriate actions to mitigate any risks identified and report all hazards, incidents and near misses.

All building occupied by staff of Carfax Health Enterprise CIC are non-smoking environments. No-one may smoke or vape in the building. Staff who smoke or vape outside the buildings should cover their uniform.

Safeguarding

Safeguarding is integral to the role of every employee. As such, it is the employees responsibility to ensure that they undertake safeguarding training at the relevant level, at the required intervals. The local safeguarding policy and procedure must be read and complied with.

Flexibility Statement

The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. It is intended to be flexible and subject to amendment in the light of changing circumstances and following consultation with the post holder.

Person Specification

Experience

Essential

• -Excellent keyboard skills
• -Experience of working with Microsoft Office
• -Understand patient confidentiality
• -Experience of managing an e-mail account
• -Be confident to speak to people both in person and on the telephone.
• -Be non-judgemental
• -Flexible and able to adapt to change
• -Able to prioritise workload
• -Demonstrate a commitment to personal development
• -Have worked in a team
• -Have experience of face to face or telephone contact with the public

Desirable

• -Experience of SystmOne or another clinical system
• -Experience of audio typing
• -Demonstrate and understanding of data protection
• -Understand READ coding
• -Have worked in a health setting
• -Have a clinical background

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Hold ECDL or other IT qualification.

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

CHE

Address

Sparcells Surgery

Midwinter Close

Peatmoor

Swindon

SN5 5AN

Employer's website

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