Clinical Administrator

Job description

Job responsibilities

Job title: Clinical Administrator

Accountable to: Rota Co-ordinator

Key Relationships: Administration Team

Reception Team

Practice Manager

Deputy Practice Manager

Reception Manager

Doctors and Nurses

Partners

Job Purpose:

To ensure any documents sent to the practice from external organisations are sorted, scanned and coded as appropriate.

Duties and Responsibilities:

To process the day to day communications regarding patients that come into the practice.

• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.
• Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
• Processing and distributing incoming (and outgoing) mail
• Filing and retrieving paperwork
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers, including EMIS tasks.
• Providing clerical assistance to practice staff, including word/data processing, filing, photocopying and scanning.
• To sort and file electronic documents and take actions where necessary.
• Ordering, re-ordering and monitoring of stationery and other supplies
• Clinical coding of hospital/clinic letters into our clinical system.
• Regularly check the reception NHS Mail box
• Daily distribution of lab reports
• Carry out tasks associated with the death protocol
• Where necessary, assist the team with processing patient referrals

Professional Responsibility

It is a requirement of all employees of Harbourside Family Practice to attend relevant courses/training programmes as determined and agreed by the Partners of the Practice to ensure their development in terms of the requirements of the post at a specified time and the demands of the Practice. All staff will undergo an annual Appraisal where his/her personal development portfolio will be discussed and reviewed.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid or inflexible but should be regarded as providing guidelines within which the individual works. Other duties, of a similar nature and appropriate to the grade, may be assigned from time to time.

Risk Management

It is a standard element of the role and responsibility of all staff of the organisation that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and the reporting of all incidents, near misses and hazards.

Records Management/Data Protection Act

As an employee of the organisation, you have a legal responsibility for all records (including patient health, financial, personal and administrative) that you may gather, generate or use as part of your work within the organisation. These records may be paper, electronic, microfiche, and audio or videotapes. You must consult your line manager if you have any doubt as to the correct management of records with which you work. Misuse or failure to properly safeguard confidential data will be regarded as a disciplinary offence.

In addition, you shall be required to comply with the requirements of the Data Protection Act in so far as the Practice is concerned. It should be noted in this connection that any unauthorised disclosure of information covered by the Act is a criminal offence.

Health and Safety Responsibilities

You should take note that under the Health & Safety at Work legislation you are required to take all reasonable steps while at work to ensure your own health and safety and the health and safety of those who may be affected by your acts or omissions at work. You are also required to co-operate fully with regard to implementation of health and safety arrangements and you should not interfere with or misuse anything provided in the interests of Health, Safety and Welfare at Work. All staff have been issued with an Employee Handbook which should be referred to at all times.

Smoking Policy

The Practice operates a Smoke Free policy and all employees must comply with this.

Equal Opportunities Policy

The Practice is an equal opportunities employer and the post-holder will be expected to adhere to all equal opportunities principles.

Confidentiality

As an employee of the Practice or following the termination of his/her employment with the Practice shall not disclose other than to an authorised person or in the course of duty, without lawful authority, any matter or information which he/she has obtained or to which he/she has had access owing to his/her official position

Information Technology Security Policy

You are required to work within the remit of the Practices Information Technology Security Policy.

As a consequence of the above unauthorised/inappropriate use of computers including the internet, e-mail, passwords, computer packages etc will be regarded as gross misconduct and will be treated as such under the Disciplinary Procedure.

Competency on Data Quality

All staff are personally responsible for the quality of data entered by themselves, or on their behalf, on the organisations computerised systems or in manual records and must ensure that such data is entered accurately to NHS data standards, in a timely manner to ensure high standards of data quality.

Staff Handbook/Practice Policies

All staff have been issued with an Staff Handbook which should be referred to at all times and read in conjunction with the Practice Policies/Protocols that are scanned onto computer desktops (CQC Toolkit)

Safeguarding Vulnerable People (Children/Adults)

All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact within the organisation for further guidance. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.

Disclosure and Barring

All new employees are required to undertake a Disclosure and Barring check.

Complaints

The organisation offers an accessible and impartial complaints service which is accountable, confidential and effective. The service will be responsive, simple and speedy, whilst remaining thorough. All staff should regard complaints as natural, positive suggestions on services that the organisation provides. Staff should be sensitive to the wishes, hopes and anxieties of patients, relatives, carers, friends and the community generally. Where staff find it is not possible to provide the required information, explanation or reassurance then the matter should be passed to the Practice Manager.

Infection Control

All staff have a duty to comply with the organisations infection control policies and procedures.

Sustainable Development

As an employee of the organisation, you are part of our pledge to reduce our carbon footprint. Every employee can play a vital part in contributing to our social responsibility to use resources in a more sustainable way. Employees must recycle all appropriate materials, save energy wherever appropriate and consider any green travel plans that the organisation may introduce.

Person Specification

Qualifications

Essential

• Educated to GSCE grade C and above in Maths and English or equivalent, (or substantial experience in similar role will be considered)
• demonstrable commitment to professional development

Skills and Abilities

Essential

• excellent communication skills at all levels
• excellent interpersonal skills
• good organisational skills
• good keyboard and computer skills
• ability to use MS Word and Excel
• able to work on own initiative and as part of a team
• thoroughness and accuracy
• ability to support members of the admin team when required

Desirable

• ability to use MS Outlook
• ability to use EMIS LV

Experience

Essential

• demonstrable experience of working in a public facing environment
• demonstrable experience of working with an integrated multi-skilled team
• demonstrable experience of working as part of a team

Desirable

• experience of working in a GP surgery or in healthcare
• experience of EMIS LV

Personal Qualities

Essential

• an understanding, acceptance and adherence to the need for strict confidentiality
• ability to work without direct supervision and determine own workload priorities and those of others in the team
• ability to use own judgement, resourcefulness and common sense
• pleasant and articulate
• able to remain calm and professional under pressure
• ability to multi-task especially under pressure
• able to work in a changing environment
• able to work with changing and conflicting priorities

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.

Employer details

Employer name

Harbourside Family Practice

Address

2 Haven View

Portishead

Bristol

BS20 7QA

Employer's website

https://www.harboursidefmp.nhs.uk/ (Opens in a new tab)