Job responsibilities
JOB
DESCRIPTION
JOB TITLE: Practice Assistant
Based in Admin department
REPORTS TO: Team lead, Deputy
Practice Manager, Practice Manager
HOURS: 35
Job summary:
The
purpose of the role is to:
Offer
general assistance to the practice team and project a positive and friendly
image to patients and other visitors, either in person or via the telephone
Undertake
a variety of administrative duties to assist in the smooth running of the practice
providing clerical support to clinical staff and other members of the practice
team.
Facilitate
effective communication between patients, members the primary health care team,
secondary care and other associated healthcare agencies
Duties and responsibilities:
The
duties and responsibilities to be undertaken by members of the practice
administration team may include any or all of the items in the following
list. Duties may be varied from time to
time under the direction of management, dependent on current and evolving practice
workload and staffing levels
Job responsibilities:
General
Dealing with all administrative tasks and
assisting other members of the team in managing administration workload
Using the computer and various clinical software
packages, such as EMIS, Docman10, AccuRx, IGPR, as per practice protocol efficiently
and effectively to support excellent patient care.
Communication with other health providers
outside the practice to chase results and letters.
Processing daily administration lists and
inboxes (telephoning hospitals to chase up patient referrals or patient results
or booking transport for patients attending hospital).
Maintaining the security and confidentiality
of patient records. The post involves
handling confidential and sensitive data.
A high degree of understanding of confidential issues is required for
this post but training will be given.
Processing incoming post and electronic
communications inline with processes.
Summarising of medical records and generating
medical reports
Ensuring that any notes made are saved within
the correct patient record.
Attending staff meetings when required and
keeping up tod ate with all mandatory training.
Snomed Coding & processing emis transactions
such as GP2GP
Participating in routine recall of patients
as directed by line manager to the dedicated assist recall team
Assisting with inbound phone lines and front
of house workload if needed, as agreed by supervisor. To answer incoming
telephone calls which may be from patients or from pharmacists/hospitals/
community services and to book appointments and deal with or to cover the front
desk to assist patients face to face by checking them in for their appointment,
dealing with enquiries or booking, cancelling or amending their appointment.
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:
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:
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
Reporting potential
risks identified
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 which is welcoming
to and of the individual, is non-judgmental and respects their
circumstances, feelings priorities and rights.
Personal/Professional
Development:
The
successful candidate should take responsibility for their own development,
learning and performance and demonstrating skills and activities to others
who are undertaking similar work and will participate in any training
programme implemented as part of their annual review.
Supervision
will be completed on a3 monthly basis with your team lead.
Mandatory
staff training will be completed on a regular basis.
Quality:
The post-holder will strive
to maintain quality within the Practice, and will:
Alert other team members to issues of
quality and risk
Report critical incidents when they
arise
Assess own performance and take
accountability for own actions, either directly or under supervision
Contribute by reflecting on their own
and their 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
Recognise peoples
needs for alternative methods of communication and respond accordingly
Be professional,
helpful and organised at all times.
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
All members of the practice
are expected to observe safe working practices, with respect to health and
safety procedures, confidentiality and computer security. Protocols will be updated from time to time,
and members of the team are expected to familiarise themselves with changes in
policy. The practice also relies on team
members to record critical incidents and assist with improving policies and
protocols when necessary.