Job summary
Courtside Surgery is looking for an enthusiastic, reliable Referrals Administrator to join our team in supporting our patients and clinical staff at the surgery.
This broad role will involve sending referrals via the e-Referral Service, email or EMIS using appropriate templates ensuring all required information is attached. It will also involve dealing with hospital, clinical, patient and practice queries via telephone and email regarding hospital appointments, correspondence and treatments.
The role will also include other administrative tasks to assist with the team workload. This may include assisting with patient queries, updating medical records and ensuring patients are booked for recalls.
We are seeking someone who enjoys working part of a team as well as independently, who can multi-task and thrives in a busy working environment.
This is a varied role and a keen eye for detail is essential. Flexibility is important to be able to cover colleagues during periods of sickness or holidays.
Training will be given in all aspects of the job, so the successful candidate must be keen to learn new skills and enjoy a varied role. Candidates must be confident using IT.
This could be a full time role for 37.5 hours over 5 days or a part time role for 30 hours over 4 or 5 days.
Interviews will take place on Tuesday 16th April.
Main duties of the job
To provide referrals support for all clinicians and patients as required.
This encompasses sending referrals via the e-Referral Service, email and EMIS, using templates and formatting letters, reports and any other correspondence in an accurate and timely manner.
Dealing with hospital, clinical, patient and practice queries via telephone and email regarding referrals, hospital appointments, correspondence and treatments.
To have a thorough understanding of patient pathways, current working practices and policies.
To regularly check referral status to include advice and guidance requests, 2 week wait and urgent referrals. To inform GPs of triage/advice and guidance replies and to update patient records.
About us
Courtside Surgery is a busy GP practice in Yate caring for around 15500 patients. Our administrative team deal with a wide range of patient queries and tasks.
Job description
Job responsibilities
Preparing letters, reports and associated documentation as required
Processing referrals using the electronic referral system (ERS)
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Managing all enquires in a polite, effective manner
Monitoring and actioning incoming email
Processing letters as requested
Scanning of patient related documentation and attaching scanned documents to patients' healthcare records
Inputting data into the patients healthcare records as necessary
Clinically coding data on clinical system (EMIS)
Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
Managing all administrative queries as necessary
Carrying out system searches as requested
Maintaining a clean, tidy, effective working area at all times
Supporting all clinical and administrative team with general administrative tasks as requested which may include assisting with the scanning and work flowing of clinical documents, registering new patients, providing cover for other members of the admin team during periods of sickness or annual leave which may include working additional days/hours.
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 will 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:
Non-Smoking Policy
Courtside Surgery operates a Non Smoking Policy, which limits smoking in the workplace. Employees are required to observe the rules laid down in the policy and failure to do so may result in disciplinary action being taken.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
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:
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Contribution to the Implementation of Services:
The post-holder will:
Job description
Job responsibilities
Preparing letters, reports and associated documentation as required
Processing referrals using the electronic referral system (ERS)
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Managing all enquires in a polite, effective manner
Monitoring and actioning incoming email
Processing letters as requested
Scanning of patient related documentation and attaching scanned documents to patients' healthcare records
Inputting data into the patients healthcare records as necessary
Clinically coding data on clinical system (EMIS)
Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
Managing all administrative queries as necessary
Carrying out system searches as requested
Maintaining a clean, tidy, effective working area at all times
Supporting all clinical and administrative team with general administrative tasks as requested which may include assisting with the scanning and work flowing of clinical documents, registering new patients, providing cover for other members of the admin team during periods of sickness or annual leave which may include working additional days/hours.
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 will 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:
Non-Smoking Policy
Courtside Surgery operates a Non Smoking Policy, which limits smoking in the workplace. Employees are required to observe the rules laid down in the policy and failure to do so may result in disciplinary action being taken.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
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:
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Contribution to the Implementation of Services:
The post-holder will:
Person Specification
Experience
Essential
- Experience of working in an administrative role.
- Proficient in IT and willingness to learn new systems.
- Ability to prioritise workload.
- Able to work proactively, multi task and use initiative.
- Excellent communication skills written and verbal.
- Accuracy and attention to detail.
- Flexible approach to undertaking a wide variety of tasks.
- Willingness to learn new skills and processes.
- Team player
- Confident in working independently
Desirable
- Experience working in GP surgery or other NHS/medical organisation
- Experience of managing confidential information
- Experience of working in a customer focused environment
Qualifications
Essential
- Good general education including GCSE passes in Maths and English or equivalent.
Person Specification
Experience
Essential
- Experience of working in an administrative role.
- Proficient in IT and willingness to learn new systems.
- Ability to prioritise workload.
- Able to work proactively, multi task and use initiative.
- Excellent communication skills written and verbal.
- Accuracy and attention to detail.
- Flexible approach to undertaking a wide variety of tasks.
- Willingness to learn new skills and processes.
- Team player
- Confident in working independently
Desirable
- Experience working in GP surgery or other NHS/medical organisation
- Experience of managing confidential information
- Experience of working in a customer focused environment
Qualifications
Essential
- Good general education including GCSE passes in Maths and English or equivalent.
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.