Job responsibilities
JOB
TITLE: Correspondence
Administrator
REPORTS TO: Patient Services Manager
ACCOUNTABLE TO: Head of Patient Services
HOURS: 32 Hours per week
Job summary:
The
Post Holder will be part of the Correspondence Management Team (CorMa) based at
St Nicholas Surgery, Queen Street, Withernsea.
The main responsibilities of the post-holder will be to action any
incoming post either electronically or in paper format. Read code relevant information from patients
clinical records into the practice computer system (EMIS) and also input
incoming correspondence onto our system, working strictly in accordance with
the practice CorMa protocols. The post
holder will also access all incoming electronic documents and action using the
appropriate guidelines.
Main duties/key tasks:
Ensure
post is opened in a timely manner
Sort
post and scan post onto the clinical system.
Read code
the information into the practice clinical system
Distribute
post to the relevant staff and ensure appropriate action is taken
Filing
and retrieving paperwork
Other
general administrative duties
Incoming
electronic documents accessed through workflow and actioned
Incoming
paper documents which are scanned onto to our EMIS system, to be actioned and a
filing task created
Ensure
workflow in EMIS is managed and actioned on a daily basis
Provide
cover within the team when 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 free from hazards
- Actively reporting 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.
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
- The practice is
moving towards becoming a paper-light environment
