Job responsibilities
As part of a small team, to provide secretarial and administrative support to all Partners and GP’s as well as to other clinical and non-clinical staff. In conjunction with your team colleagues ensure that the work allocated is regularly prioritised and data is accurately recorded appropriately.
Responsibilities
1. To provide accurate typing support, including copy typing as well as the composition of letters, notices, invoices and internal memoranda. Generating and amending various forms for onwards transmission.
2. Administration of all referrals and Advice and Guidance requests using the NHS eReferral as required. To be aware of, and keep up to date, with CCG referral criteria, funding requirements etc, complying with hospital requirements, liaising with patients, medical secretaries in other practices and hospital departments as required.
3. To process private referrals as required. To advise patients to liaise with their provider with regards to cover. To process referrals to appropriate supplier as per the suppliers’ requirements (e.g. using the online Portal for referrals to Rivers Hospital).
4. Raising referrals on behalf of GPs to specific specialities.
5. To monitor and respond to econsults allocated to secretaries.
6. Regularly reviewing rejected and cancelled referrals taking appropriate action, advising patients and referring GP.
7. Regularly reviewing clinical responses to Advice and Guidance requests and advising referring GP as appropriate. Monitoring of A&G requests submitted to ensure timely responses received.
8. To submit applications to IFR for funding as required. To be aware of, and keep up to date, with CCG criteria as to which referrals require funding and what evidence is required for each instance. To keep track of applications made and ensure timely responses received.
9. To monitor and action secretarial group admin email, as well as own NHS emails. To action, refer as appropriate. Regular reviews and housekeeping of these accounts.
10. To deal with Child Protection and Safeguarding Requests in a timely manner, ensuring replies are returned within the set guideline timings. To ensure such requests are recorded appropriately.
11. To receive and respond to patient Tasks and telephone enquiries referring them to the appropriate member of the Practice if required. Communicating with practice staff on all aspects of patient care. At the request of the GP’s, return telephone calls on their behalf.
12. Respond to enquiries as appropriate either by telephone, email or by preparing correspondence. Investigating matters where needed, acting where able without reference to GPs.
13. To take part in the induction of new GPs, FY2s and trainees to advise of the Practice’s protocols and triaging requirements. To ensure that protocols are followed and if necessary remind the originator of the requirements.
14. To liaise with Ardens regarding the update of template forms.
15. To request patient transport where appropriate.
16. To assist in the recruitment and training of any secretarial staff ensuring all duties undertaken by the Secretarial Team can be adequately covered. To assist in the induction programme for new GP’s.
17. To maintain the Practice intranet with up to date contact lists of consultants, hospitals and other Practice information as required..
18. To be responsible for the processing and recording of insurance reports, claim forms and requests from solicitors and patients for access to medical records generating letters, reports and invoices as required. To monitor the Niche System for online requests for reports. To liaise with the finance manager to confirm payments for all reports.
19. To organise and book medical appointments as necessary and to ensure correct payment has been received (e.g. HGV, Taxi, fostering, adoption, capacity assessment).
20. Administration of deaths and associated paperwork, organising death certificates and cremation forms. Arranging Part 2 Cremation forms. Liaising with GP’s, families and undertakers as required. Arranging for deceased to be moved to local facilities when necessary.
21. To arrange Part 2 Cremation Forms when requested by other GP Practices.
22. To ensure that any actions undertaken are suitably recorded on S1 to provide an audit trail and to ensure seamless handover to colleagues. To ensure required actions are made by GPs etc where necessary on any tasks raised.
23. To undertake photocopying, data input, filing and post related duties, prioritising work as required to ensure appropriate action is taken and that all deadlines are met.
24. In times of extreme staff shortages to assist all members of staff at the Practice with administrative tasks when time permits.
