Job responsibilities
General
Administration and Secretarial
Liaise with managers to support in the drafting and checking of Rotas
for the GPs, Nurses and Acute Care Team, making sure they include all relevant
dates for annual leave, meetings, training, and educational half days.
Maintain an accurate and up to date library of EMIS forms, including referral
form templates and ensure all clinicians have access.
Monitor DOCMAN workflow, ensuring all documents received are recorded and
filed correctly, passing to the GPs, Nurses or coding team for query or action
where necessary.
Process all flu questionnaires completed by patients during the winter
flu clinics, ensuring that their details match those on their medical record
and coding smoking status and alcohol intake as appropriate.
Process all outgoing post created by the
practice in a timely manner
Photocopying, scanning, filing and proof
reading in a timely and accurate manner
Accurately complete and file any required
forms including Education Evaluations and Benefit Forms.
Attend and take minutes at meetings when
requested. This includes Safeguarding, Palliative and Pediatric meetings.
Check all patient letters and documents that
have been collected as arranged, record any non-collections on the system and
destroy as confidential waste.
Process request for Smart Cards within the
practice.
Liaise with DART to issue, upgrade or reset
accounts for practice staff.
Ensure daily back up of the practice server.
Monitor stock levels of practice supplies
ensuring low stock items are ordered replenished in a timely manner.
Liaise with third party companies for the
collection or delivery of stock items, including battery recycling.
Assisting the Nursing Team Co-ordinator with general duties on a weekly basis
Registrations, Appointments and Referrals
Process registrations both regular and temporary as required, using the
EMIS system and ensuring complete information and appropriate ID.
Ensure all GP2GP transfers are recorded correctly with all necessary
information from patient files extracted and added to EMIS accurately and in a
timely manner.
Update patients personal details and preferences including change of
name, address, next of kin and consent.
Process FP69s, sending occupier letters where necessary.
Ensure that all palliative patients are added onto IBIS accurately
ensuring third party services can view relevant information around their
diagnoses, clinical history and DNAR status.
Updating the appointment book on EMIS to reflect finalised rotas,
allowing for effective time management, and helping to avoid duplicate
bookings.
Adjusting the appointments screen on EMIS when required, for example for
embargoed appointments, GP supervision slots any on the day sickness.
Adding all Covid Vaccination Clinic and Flu Clinic appointments onto EMIS
in a timely manner and amending as and when required.
Check Smear invites on EMIS, ensuring eligibility, correct coding and
completing deferral forms where necessary.
Assign clinical rooms to internal and third-party clinicians, ensuring
sufficient space for all planned clinics including audiology, physiotherapy,
counselling, Dermascope and Dermatology.
Process audiology, dermascope, minor ops and physiotherapy referrals.
This includes forwarding to the correct healthcare professional, sending
appointment confirmation, dealing with general queries and preparing clinics.
Gather and send results to patients and other surgeries where necessary and
update any relevant trackers/spreadsheets.
Process deductions on a weekly basis, ensuring relevant information is
gathered, processed and sent to Primary Care Support England (PCSE) in a timely
manner.
Ensure that all reported deaths are correctly logged and reported,
including coding on patient and next of kin files and communicating
appropriately with the necessary healthcare professionals and third party as
required.
Proactively manage any results that come in via lab reports, forwarding
them to the appropriate healthcare professional where required and ensuring
safe and timely filing.
Communication
Monitor the practice administration and blood
pressure email accounts, actioning any tasks and requests within your remit,
redirecting to the appropriate department/professional where necessary and
raising any urgent enquiries to management.
Deal with general queries via phone, e-mail
and post, directing to others where appropriate and in a timely manner
Monitor E-consult requests and directing
appropriately in a timely manner
Reporting
Run EMIS reports to identify patient registration numbers and update the
Registrations record.
Run EMIS reports to identify all DNAR patients and ensure signed
confirmation is held on their record and passed to SECAMB.
Complete the Close of Quarter Notification on EMIS as sent through via
PCSE and seek sign off from the Assistant Practice Manager
To support subject access requests (SAR) and
third-party access requests (TPSAR) on the IGPR system in a timely manner when
requested.
General Duties
To work collaboratively and
professionally with colleagues across Invicta Health, building and maintaining
relationships.
To contribute to the development of
services, including processes, templates and principles.
To take
part in any statutory and mandatory training or other training and development
programmes as requested.
