Job responsibilities
JOB DESCRIPTION
JOB TITLE: ADMINISTRATOR
REPORTS TO: Workflow Transformation Manager
ACCOUNTABLE TO: Practice Operations Manager
HOURS: 37.5 hours per Week
Job Summary:
To provide expert administrative support within Seaford Medical Practice, both of a clinical and non-clinical nature, exhibiting excellent organisational skills, undertaking complex clerical work, and remaining adaptive to new demands.
Job Responsibilities:
See list below for examples of roles undertaken by SMP Administration team. Each administrator takes responsibility for elements from this list, and other specific tasks as they arise.
Undertakes clinical coding, adhering to Clinical Coding (formerly Workflow Optimisation) protocol.
To collate and summarise paper medical records and enter into computer records.
To summarise the entire medical history of a patient.
To enter all details into the computer system, ensuring all data is entered into the correct registers in order that a comprehensive and accurate summary of the medical history is available on the computer.
Participates in the iGPR process (electronic generation of Insurance Reports) and is on the weekly rota. Liaises with insurance companies, Finance Manager, GPs and collators.
- Provides expert clinical coding cover for Data Inputter as part of the data entry role.
- Provides cover for the Open Exeter cervical screening Prior Notification Lists and ensures this is dealt with in a timely fashion, as well as supporting other aspects of the Cervical Screening (admin) protocol.
- Participates in the Emis Document Management rota (primarily Out of Hours / 111 reports).
- Date inputting of Mammography results from lists supplied by the screening programme, and of New Patient Questionnaire information supplied by patients.
- Monitors and processes incoming SMP Generic Account emails, carefully adhering to protocol, as part of Administration team rota.
- Redacts medical records, as per protocol, in preparation for on-site visit from Scan and Collate technician.
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 & 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:
- 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
- Reporting potential risks identified
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 which 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