Job responsibilities
JOB DESCRIPTION
Administrator
Responsible to: Administrative Team Leader
Main purpose of post: To provide clinical and business administrative support to the practice
Hours of work: {} hours per week
SUMMARY OF MAIN DUTIES:
This role is intended to provide administrative support to practice operations. The role focuses on the accurate processing of attaching, reviewing and coding incoming patient related letters as well as other business support activities. There is some patient contact.
DUTIES & RESPONSIBILITIES:
The following list of duties should not be regarded as definitive as they may be reviewed from time to time to take account of changing circumstances. Also, tasks and duties may be redistributed amongst the practice team as necessary and cooperation should not be unreasonably withheld.
General
- To have a thorough knowledge of, and work in accordance with, all practice procedures and protocols.
- Proactively, and helpfully, deal with all general enquiries made to the practice by patients and / or other parties, ensuring a positive experience for the patient/visitor.
- Project a friendly, helpful and professional demeanour to colleagues, patients and external personnel and agencies.
- Escalate technical issues to the appropriate person and/or organisation
- Liaise with appropriate members of the practice team, and / or external agencies as appropriate in the execution of your duties.
- Flexibility is required to cover holiday and sickness within the administration team
Patient Support Services
Regular monitoring of the GP2GP folders to manage associated tasks and report any errors
Process GP2GP patient transfers, including degrades.
Reviewing records and accurately producing a summary of the patients medical history in accordance with the summarising protocol.
- Attach the clinical letters into the correct patient medical record, ensuring appropriate coding is entered and the document is processed in a timely and accurate manner in accordance with the workflow process.
- Process the laboratory reports and out of hours notifications in an accurate and timely manner in accordance with the workflow process.
- Ensure the appropriate and timely action for the administration of safe guarding children in accordance with the practice procedure.
- Process the patient requests for online access to their medical information.
- Participate in practice research activities as directed by the Lead Researcher and / or the research administrative lead.
Business Support
- Familiarise yourself with the features and functionality of the clinical system and practice-used programmes to ensure knowledge is current and systems are efficiently and effectively utilised
- Accurately process the registrations inbox within workflow, liaising with external agencies as needed, this includes, but is not limited to adoption registrations and gender reassignment patients.
- Order all stationary and beverage supplies for the practice, ensuring minimal stock level is maintained and appropriate authorisation is sought and where needed the appropriate logs are maintained (prescription register).
- Submit the monthly prescription claims (to the prescription pricing authority)
- Promote the completion of friends and family feedback and submit the monthly data to NHSE.
- Process petty cash and private income reconciliation in accordance with the practice procedure.
IT
- Have a practical working knowledge of all software and hardware systems in the practice including escalation processes and contacts; provide second level support to colleagues.
- Update and maintain the template letters, referrals, clinical templates and protocols as directed.
- Update and maintain the practice website as directed
- Provide unlocking of smart cards to colleagues where your smart card permissions allow.
Other Tasks
- Provide administrative support for practice meetings and refreshments for meetings as and when required
- Any other reasonable task as allocated by the team leaders, partners and/ or practice manager.
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.
- Conduct and / or participate in audit of activities and processes within the remit of business and patient services support.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate positively and effectively with other team members
- Communicate positively 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 information gathering and audit as appropriate.