Job responsibilities
The Limes Surgery
Job Description
Job Title: Administration Support & Post Admin
Reporting To: Deputy Practice Manager Catherine Jennings
Admin
To provide professional and efficient
clerical, administrative and filing support to all staff whilst maintaining and
improving the quality of services provided to the practice population.
Post
To open and process the practice mail in an
accurate, confidential, efficient, and effective way. To project a positive and
friendly image to patients, visitors, and other staff, either in person or via
the telephone.
Key Areas of Responsibility Admin and Post:
1.
Processing
of eConsults.
2.
Safeguarding
administration and booking of appointments
3.
Registration
and Deductions
4.
Processing
incoming documents and redistribution to correct recipients
5.
Weekly
Ward Round admin
6.
All LD
admin for the surgery
7.
Summarising
and Digitalisation of patient records
8.
Supporting
both the Admin Manager and Practice Manager
9.
Generating
and resolving Admin Tasks
10.Opening and scanning of post
11.Coding and filing clinical documents.
12.Processing Out of Hours reports
13.Processing Hospital reports
14.Confidentiality & Security
15.General Admin
Admin
Performance is
satisfactory when.
All
calls that came through to admin are dealt with.
All
admin tasks and responsibilities are met.
All
actions and alerts are completed in the time window.
Support
fully given to the Admin manager and Practice manager.
All
patient-related correspondence is passed to the appropriate person.
All
telephone messages are taken with a date, name, telephone number and brief
message and passed promptly to the relevant person.
A thorough knowledge of all the practice policies
and procedures is maintained and followed.
Any tasks given by the Doctors, Management and other Clinicians are carried
out promptly as directed.
All
complaints received are dealt with courteously by giving a clear explanation of
the practice policies and procedures to the patient and are referred to the
Practice Manager.
The privacy, dignity, needs and beliefs of
patients, carers and colleagues is considered, and a non-judgmental and
welcoming manner is adopted to ensure their circumstances, feelings,
priorities, and rights are accounted for.
Post
Performance is
satisfactory when.
All
post is opened and scanned on to SystmOne and then sent to the correct GP once
coded.
All
out of hours reports are filed on the patients records on the day of receipt
once viewed by the on-call GP.
All patient-related
correspondence (excluding complaints) is acted within 24 hours of receipt and
passed to the appropriate person.
All
scanned correspondence is attached to the correct patients medical records and
saved with the correct reference details as per the current practice policy and
procedure.
All medical
records are filed correctly so they can be found and extracted on request.
All
paperwork relating to patient care is held securely and shredded at the
appropriate time as per the current practice policy and procedure.
All
documentation is updated and maintained to ensure Data Protection and Patient
Confidentiality is always adhered to.
All
telephone messages are taken with a date, name, telephone number and brief
message and passed promptly to the relevant person.
Enquiries
and appointments for medicals are passed to the Finance and Medical team.
A thorough knowledge of all the practice policies
and procedures is maintained and followed.
Any tasks given by the Doctors, Management and other Clinicians are carried
out promptly as directed.
All
complaints received are dealt with courteously by giving a clear explanation of
the practice policies and procedures to the patient and are referred to the Practice
Manager.
The privacy, dignity, needs and beliefs of
patients, carers and colleagues is considered, and a non-judgmental and
welcoming manner is adopted to ensure their circumstances, feelings, priorities,
and rights are accounted for.
Confidentiality & Security
Performance is
satisfactory when:
You respect and treat as confidential any information
you gather relating to patients, their careers, practice staff and other
healthcare workers during your work at the practice.
You respect and treat as strictly confidential any information
you have access to relating to the practice as a business organisation.
Information relating to patients, carers,
colleagues, other healthcare workers or the business of the practice is only
divulged to authorised persons in accordance with the practice policies and
procedures relating to confidentiality and the protection of personal and
sensitive data.
All
personal security passwords are kept confidential, and no computer is left
unmanned with your personal sign on.
All
guidelines and procedures as laid out in the Health and Safety Policy are always
adhered to.
Any
potential Health and Safety or security risk is reported to your line manager immediately
if it is identified.
All computers are checked to ensure they are logged out of any operating
systems at the end of the day.
Any passwords, keys and smartcards issued to you remain confidential and
are not used by other members of staff.
General
Performance is
satisfactory when:
All
computers and other equipment that you use are kept clean and in good order.
Your
work area is left in a tidy manner before you leave each day.
All
equipment and furniture supplied by the practice is used for the purpose it has
been supplied.
Approval
for holidays and time off is sought from your line manager prior to booking.
Responsibility for maintaining a record of your own
personal and/or professional development is achieved.
Participation in your own annual appraisal and taking
responsibility for own development, learning and performance.
You attend all meetings and training sessions
promptly, participate and
contribute constructively and give feedback on any information gained to
relevant parties.
Ways of improving performance are considered and
communicated by reflecting on your own and the team activities.
The whole of your working time, attention and
abilities are devoted to the surgery and your duties.
