Job summary
We are looking for a friendly, hardworking, and
enthusiastic Administrator to join our Admin team. Experience in General
Practice Administration or in a medical field is preferable, but training can
be given.
The
main purpose of the role is to update and accurately maintain patient records,
electronic and paper within the surgery. Role subject to DBS check.
Main duties of the job
Main duties:
Process registration and
deregistration of patients
Scanning, filing, and
retrieving incoming paperwork as requested
Check, process, and update
paperwork for new patients and updating current patient records
Check Footfall and surgery
emails daily and respond to patient enquiries
Answering calls from
patients with enquiries
Provide administrative
support to members of the primary health care team as required
Monitoring patient call and
recall systems and booking in patients for recalls
Process incoming hospital
letters and direct to the appropriate clinician
Liaise with hospital
departments regarding urgent and/or missing results
Any other delegated duties
considered appropriate to the post.
About us
Excellent clinical and non clinical teams comprising of around 60 employees.
SystmOne computer system.
Rated as "Good" by CQC (striving for outstanding in all aspects).
Excellent staff retention rate and strong team culture.
Passionate about investing in our staff.
Job description
Job responsibilities
Job Summary:
To act as a focal point of communication between the Doctors, Practice Manager and other members of the primary health care team.
To ensure administrative, clerical and IT duties within the Practice are carried out within the Practices guidelines and policies.
To ensure the day-to-day activities of the Practice are carried out accordingly.
Management of medical records
- Ensure that records are accurately assembled in advance of each consulting session
- Ensure that records are available in the instances of urgent consultation
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
- Check Laboratory results are matched to the correct patients
- Scanning, including hospital post daily am and pm
- Checking OOH lists and transferring details onto Patient Records
- Photocopying for Medical Insurance report purposes and raising the relevant invoices
- Liaison with Solicitors reference patient medical records information required plus raising the relevant invoices
- Sort and distribute accordingly any correspondence and records received in the weekly delivery from the Health Authority
- Tally new patient notes from PCSE with our records, accept the patients on screen and pass the records to the Summarisers
- Process patient deduction and amendment notifications from PCSE i.e. input the changes onto S1 print the relevant information/notes and send these to Suffolk Support Services.
- Ensure all new registrations are entered on to the database, together with changes of address or Doctor.
- Ensure all local Hospitals, BUPA and local opticians as necessary are notified of patient deaths
- Carry out audits and searches on the computer database as required for the Practice Nurses or the GPs e.g. searches for elderly patients, Diabetic, Thyroid, Asthma, COPD searches.
Management of appointment system
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Audit recalls, generate recall lists and book appointments for recalls, including immunisations and for QOF and IIF
- Issue baby/child immunisation letters, ensuring ongoing progress via reminder letters and entering reasons for refusal on Practice records
- Add/maintain visit notes on screen
IT Support
- Check all computers to carry out updates as required
- Resolve any problems with the GP Network (virus problems etc.)
- Liaison with S1 on an ongoing basis, particularly in connection with technical issues
- Liaison with the PCTs computer consultant as required
- Resolve if possible any computer queries or problems generated by the Practice staff members or GPs
- Keep records of maintenance and equipment for and in the Practice.
- Troubleshoot IT systems including the patient call system, patient check in screen and CCTV system when required
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
- Cytology
- Pathology results
- Vasectomy service
- Meeting minutes
- Updating patients methotrexate booklets
- Power of attorney
- Coding and results/data entry e.g. diabetic eye screening
- Issue blood forms
- Search Diary entries
- Enter blood/organ donors on open Exeter
- Online patient access
- Mjog
- Label trace
- DNAR forms
- Care plans
- Ophthalmology referrals
- DNA letters
General
- Maintain self and team professionalism
- Encourage and support personal development of members of the health care team
- Keep the Practice Manager informed of any matters arising or problems/potential problems
- Any other tasks allocated by Managers, and anything else that may be required
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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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.
Job description
Job responsibilities
Job Summary:
To act as a focal point of communication between the Doctors, Practice Manager and other members of the primary health care team.
To ensure administrative, clerical and IT duties within the Practice are carried out within the Practices guidelines and policies.
To ensure the day-to-day activities of the Practice are carried out accordingly.
Management of medical records
- Ensure that records are accurately assembled in advance of each consulting session
- Ensure that records are available in the instances of urgent consultation
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
- Check Laboratory results are matched to the correct patients
- Scanning, including hospital post daily am and pm
- Checking OOH lists and transferring details onto Patient Records
- Photocopying for Medical Insurance report purposes and raising the relevant invoices
- Liaison with Solicitors reference patient medical records information required plus raising the relevant invoices
- Sort and distribute accordingly any correspondence and records received in the weekly delivery from the Health Authority
- Tally new patient notes from PCSE with our records, accept the patients on screen and pass the records to the Summarisers
- Process patient deduction and amendment notifications from PCSE i.e. input the changes onto S1 print the relevant information/notes and send these to Suffolk Support Services.
- Ensure all new registrations are entered on to the database, together with changes of address or Doctor.
- Ensure all local Hospitals, BUPA and local opticians as necessary are notified of patient deaths
- Carry out audits and searches on the computer database as required for the Practice Nurses or the GPs e.g. searches for elderly patients, Diabetic, Thyroid, Asthma, COPD searches.
Management of appointment system
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Audit recalls, generate recall lists and book appointments for recalls, including immunisations and for QOF and IIF
- Issue baby/child immunisation letters, ensuring ongoing progress via reminder letters and entering reasons for refusal on Practice records
- Add/maintain visit notes on screen
IT Support
- Check all computers to carry out updates as required
- Resolve any problems with the GP Network (virus problems etc.)
- Liaison with S1 on an ongoing basis, particularly in connection with technical issues
- Liaison with the PCTs computer consultant as required
- Resolve if possible any computer queries or problems generated by the Practice staff members or GPs
- Keep records of maintenance and equipment for and in the Practice.
- Troubleshoot IT systems including the patient call system, patient check in screen and CCTV system when required
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
- Cytology
- Pathology results
- Vasectomy service
- Meeting minutes
- Updating patients methotrexate booklets
- Power of attorney
- Coding and results/data entry e.g. diabetic eye screening
- Issue blood forms
- Search Diary entries
- Enter blood/organ donors on open Exeter
- Online patient access
- Mjog
- Label trace
- DNAR forms
- Care plans
- Ophthalmology referrals
- DNA letters
General
- Maintain self and team professionalism
- Encourage and support personal development of members of the health care team
- Keep the Practice Manager informed of any matters arising or problems/potential problems
- Any other tasks allocated by Managers, and anything else that may be required
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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Experience working within an Administration team.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Experience working within an Administration team.
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.