Office Administrator
Newtons Practice
This job is now closed
Job summary
Newtons Practice is looking for an accomplished office administrator to help in our patient workflow/administration team.
This is a full time role but we would be happy to consider part-time applicants to share the job responsibilities.
Main duties of the job
The role will range from that of summarising patient records, processing/coding hospital letters, completing hospital referrals using the e-referral system and arranging patient recalls for chronic disease monitoring and medication reviews.
About us
Newtons Practice is an established, stable Partner run GP practice. We like to look after our staff and understand the importance of making Newtons a great place to work. We listen to our staff and actively encourage sharing of best practice and innovative ideas.
Date posted
18 April 2024
Pay scheme
Other
Salary
£11.50 an hour
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
A1156-24-0003
Job locations
Heath Road
Haywards Heath
West Sussex
RH16 3BB
Job description
Job responsibilities
To join our team of experienced administrators to provide an efficient, timely and accurate administrative service to support the Clinical Team.
The role will range from that of summarising patient records, processing hospital letters, completing hospital referrals using the e-referral system and arranging patient recalls for chronic disease monitoring and medication reviews.
The work of the Admin Team is entirely patient focussed supporting the clinical team to treat our patient population.
Clinical knowledge and experience plus medical terminology is desirable for this role.
Key Functions
1. To monitor incoming patient related paperwork (Workflow) and ensure it is recorded on the clinical system within the agreed timeframe this includes clinic letters, hospital letters, discharge summaries etc
2. To flag up and forward on to relevant clinical staff, any necessary clinical needs according to protocol
3. Dealing with patient healthcare records and correspondence, uploading medical information onto the clinical database (Emis) and adding Read Coded clinical data relating to the diagnoses and medical procedures for the patient population
4. To maintain an up to date knowledge of QoF, Enhanced Services and other key clinical areas
5. To administer the chronic disease monitoring and medication review invite processes in line with QOF/IIF/Enhanced Services/CQC regulations.
6. To process Pathology Results as received from the hospital labs according to protocol forwarding results on to the appropriate clinicians as necessary
7. To liaise with the leads of immunisation, cervical smears and other specific clinical areas as appropriate
8. To provide cover for all roles within the Admin Team including Workflow, Results, Summarising, eReferrals, Private Reports etc
9. When necessary, to answer the telephone in a professional manner and deal appropriately with the call, taking messages where relevant
10. Summarising - to check through the paper notes and record on the clinical system, according to protocol to ascertain key clinical information, allergies, diagnosis, treatments, medications, etc
11. Dealing with Enquiries - dealing with incoming & outgoing enquiries from other teams, staff, patients or other health professionals as appropriate
12. Security - maintain the security of the premises, keys, fobs, computers, other equipment and property according to protocol
13. Accidents & Emergencies - report accidents and incidents on surgery premises to the Practice Manager, ensuring appropriate Incident Forms are completed by the relevant staff. Report any failures or procedures not followed correctly
14. Offer flexible working hours between 8am and 6.30pm (Mon-Fri) to cover staff absences / meet work deadlines / attend meetings or training courses
15. To undertake training as appropriate
16. To attend practice meetings as appropriate
17. General office duties within the Clinical Support Team as appropriate
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 patient 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
This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or the Practice Manager.
Job description
Job responsibilities
To join our team of experienced administrators to provide an efficient, timely and accurate administrative service to support the Clinical Team.
The role will range from that of summarising patient records, processing hospital letters, completing hospital referrals using the e-referral system and arranging patient recalls for chronic disease monitoring and medication reviews.
The work of the Admin Team is entirely patient focussed supporting the clinical team to treat our patient population.
Clinical knowledge and experience plus medical terminology is desirable for this role.
Key Functions
1. To monitor incoming patient related paperwork (Workflow) and ensure it is recorded on the clinical system within the agreed timeframe this includes clinic letters, hospital letters, discharge summaries etc
2. To flag up and forward on to relevant clinical staff, any necessary clinical needs according to protocol
3. Dealing with patient healthcare records and correspondence, uploading medical information onto the clinical database (Emis) and adding Read Coded clinical data relating to the diagnoses and medical procedures for the patient population
4. To maintain an up to date knowledge of QoF, Enhanced Services and other key clinical areas
5. To administer the chronic disease monitoring and medication review invite processes in line with QOF/IIF/Enhanced Services/CQC regulations.
6. To process Pathology Results as received from the hospital labs according to protocol forwarding results on to the appropriate clinicians as necessary
7. To liaise with the leads of immunisation, cervical smears and other specific clinical areas as appropriate
8. To provide cover for all roles within the Admin Team including Workflow, Results, Summarising, eReferrals, Private Reports etc
9. When necessary, to answer the telephone in a professional manner and deal appropriately with the call, taking messages where relevant
10. Summarising - to check through the paper notes and record on the clinical system, according to protocol to ascertain key clinical information, allergies, diagnosis, treatments, medications, etc
11. Dealing with Enquiries - dealing with incoming & outgoing enquiries from other teams, staff, patients or other health professionals as appropriate
12. Security - maintain the security of the premises, keys, fobs, computers, other equipment and property according to protocol
13. Accidents & Emergencies - report accidents and incidents on surgery premises to the Practice Manager, ensuring appropriate Incident Forms are completed by the relevant staff. Report any failures or procedures not followed correctly
14. Offer flexible working hours between 8am and 6.30pm (Mon-Fri) to cover staff absences / meet work deadlines / attend meetings or training courses
15. To undertake training as appropriate
16. To attend practice meetings as appropriate
17. General office duties within the Clinical Support Team as appropriate
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 patient 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
This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or the Practice Manager.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths - or equivalent
- Excellent IT and keyboard skills
- Proficient in the use of Microsoft Word, Excel and Outlook
Desirable
- Good knowledge of Medical Terminology
Experience
Essential
- Experience of working as an office administrator
Desirable
- Experience of working in a clinical support role within a GP Surgery, Hospital or Healthcare setting.
- Experience of working with clinical software systems.
- Experience of read coding or summarising medical records
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths - or equivalent
- Excellent IT and keyboard skills
- Proficient in the use of Microsoft Word, Excel and Outlook
Desirable
- Good knowledge of Medical Terminology
Experience
Essential
- Experience of working as an office administrator
Desirable
- Experience of working in a clinical support role within a GP Surgery, Hospital or Healthcare setting.
- Experience of working with clinical software systems.
- Experience of read coding or summarising medical records
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
Newtons Practice
Address
Heath Road
Haywards Heath
West Sussex
RH16 3BB
Employer's website
Employer details
Employer name
Newtons Practice
Address
Heath Road
Haywards Heath
West Sussex
RH16 3BB
Employer's website
For questions about the job, contact:
Date posted
18 April 2024
Pay scheme
Other
Salary
£11.50 an hour
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
A1156-24-0003
Job locations
Heath Road
Haywards Heath
West Sussex
RH16 3BB