Job responsibilities
Job summary:
You will be responsible for the delivery of a high
quality and efficient administration service and will provide comprehensive secretarial/admin
support to the practice team, including all doctors and health professionals/clinicians. You will be responsible for admin duties such
as working through workflow lists and tasks plus letters, reports, and other
clinical documents. You will work well
under pressure in a fast-paced environment and will be able to exercise initiative,
be proactive and be able to problem solve.
You will be expected to work flexibly within this
varied role.
Job responsibilities:
Provide an excellent and efficient administration
service for our patients and for the practices growing clinical team and health
professionals as required. This includes the typing of patient referrals, letters, reports, and other clinical documents in an accurate and quality
manner.
To assist the practice manager,
assistant ops manager and admin team with all clerical and administrative
duties.
Createpatient referrals and monitor ongoing referral administration in a timely and efficient manner.
Action tasks and workflow lists in a
timely and efficient manner.
Review and prioritise workload in
order to ensure all work is completed in a timely manner.
Support and implement processes in relation
to improvement of efficiencies.
To make appointments, bookings, and
admissions as and when required.
Contact and liaise with hospitals
and other outside agencies as requested in relation to patient care and
appointments.
To support the assistant operations manager
to liaise and arrange meetings (to include the booking of rooms) as required
and to attend meetings and take minutes.
Support patients through their practice
journey.
To help with practice promotional
material and displays for patient education and new services etc.
To establish and maintain filing and
administrative systems so that written or computer information is easily
accessible and secure.
To retrieve medical records and
assist the completion of medical/insurance records.
To
action SARS requests for patient records for legal and other purposes
File patient records and
correspondence in patient medical records.
To receive incoming and initiate
outgoing telephone calls in order to facilitate timely and appropriate communications
with others, taking messages and dealing with appropriate queries.
To maintain the computer clinic
system and referral pathways in an accurate and secure manner.
To assist with the gathering of
statistics and information when required and be involved in quality audits.
To provide cover for members of the admin/secretarial
team as well as provide cover for members of the admin/reception team during
periods of sickness and annual leave.
To process all incoming and outgoing
electronic mail and maintain a pending system.
Responsible for developing and maintaining
own processes to ensure patient care is paramount and highlighting any issues to
the appropriate member of staff.
Sort,
scan and attach incoming post and then distribute to the appropriate person/s
in the absence of the admin team.
Culling and sorting patient records and letters in
preparation for summarising
Reviewing medical records and producing an
accurate summary of the patients medical history from both GP2GP and non GP2GP
registrations.
Read coding of information into the practice
clinical system
Auditing data collection standards in the practice
Monitoring patient call and recall systems.
Filing and retrieving paperwork
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 and 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, the practice Health & Safety manual,
and the practice Infection Control policy and published procedures. This will
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
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
Demonstrate due regard for
safeguarding and promoting the welfare of children.
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 that 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 individual performance
review, including taking responsibility for maintaining a record of own personal
and/or professional development.
Taking responsibility for own development, learning
and performance and demonstrating skills and activities to others who are
undertaking similar work.
Quality:
The post-holder will strive to maintain quality
within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for
own actions, either directly or under supervision
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.
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.
Recognize peoples needs for alternative methods of communication and
respond accordingly.
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.