Job summary
An exciting opportunity has arisen for a part time administrator to join Beacon Medical group Admin team, The admin Team are part of the unseen hard-working team behind Beacon.
The successful applicant will help provide accurate data inputting and general note keeping information into our clinical system, processing information from other health organisations, companies & patients. Working to the team KPIS for daily workflow.
Supporting the wider team in a variation of recalls such as immunisation, cervical screening as an example. Daily monitoring of the Groups mains email box, following process to workflow the emails in a timely manner to the correct team or persons.
This role is 18.5hours per week across 3 days. Working pattern will be Monday day 12.30-6pm, Tuesday day off, Wednesday 8.30-2pm, Thursday day off, Friday 8am-5pm
Interviews will be the morning 9th October 2024 at Plympton health centre.
Main duties of the job
This is a varied, administration & customer facing information role providing dedicated support to the whole Practice.
To play an active role to support patient care by ensuring checks are carried out promptly and patients needs are recorded though read coding.
To support and work closely with the management team providing a comprehensive administrative service.
Assisting with the recall process to enable the practice to meet its targets.
To ensure administrative and clerical duties within the Practice are carried out within the Practices guidelines and policies.
To enable the smooth registration of new patients, including meeting standards / targets
Other work as required to meet the needs of the administration team
About us
Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services.
If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you.
Date posted
03 September 2024
Pay scheme
Other
Salary
£11.58 an hour
Contract
Permanent
Working pattern
Part-time
Reference number
A1739-24-0038
Job locations
Mudge Way
Plymouth
PL7 1AD
Job description
Job responsibilities
Heading
Assisting with the recall process to enable the practice to meet its targets.
To ensure administrative and clerical duties within the Practice are carried out within the Practices guidelines and policies.
To enable the smooth registration of new patients, including meeting standards / targets
To carry out administrative tasks relating to patient records, including scanning, filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
Other work as required to meet the needs of the administration team
To be responsible for your own continuing self-development, undertaking training as appropriate.
To undertake other duties appropriate to the grading of the post as required.
Must be able to work flexible hours.
Scanning Duties
Sort all incoming patient related mail.
Action all electronic hospital correspondence adding correctly into the patients medical record using read codes as agreed by the clinical team.
Scan patient related documents onto their medical record using read codes as agreed by the clinical team.
Process econsults for pill checks and asthma reviews to support reviews.
Add any additional information about the source of the document.
Follow codding protocol guides, where suitable code at 1st contact to reduce GP workload.
Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information.
Ensure incoming letters are scanned onto the patient record within agreed timescale, achieving set KPI for the team, in a safe manor.
Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
Processing of all Out of Hours and Electronic Discharge Summary reports and other patient reports received electronically in line with agreed protocols.
Liaise with out-of-hours provider
Documents include aswell as the above results such as mammograms and diabetic eye screening, coding correctly to support QOF and recalls.
Recalls
Action Recalls within own area of responsibility covering areas such as, but not exhaustive
Child Immunisations,
Cytology,
shingles,
pneumococcal
well woman.
Book appointments, send reminders and information regarding the above recall appointments. Flagging if no capacity on the system.
Ensuring compliance with Cytology Screening programme
Action audits for smears and inadequate smears quarterly and annually updating generic spreadsheet and notifying nurses and GPs of the results.
Completion of Childhood Immunisation Returns through weekly extractions.
Running reports for child immunisations overdue and chasing non-attenders.
Coding
Code or free text the clinical information on to the patient record.
Coding of all incoming letters in line with practice protocol
Assist the Business Intelligence team with audits related to QOF and Enhanced services, updating and amending coding as required.
Ensure accurate read-coding
Deal with queries relating to coding.
Summarising
Coding and summarising of all new patients clinical records.
Ensure recalls for QOF, smears, immunisations, coils ect are added and actioned where suitable.
Action GP2GP and summarise in line with the protocol.
Gain consent and request medical history for all military veterans before summarising and then summarise in given time scales.
All codes to be up to date and snow med compliant to be 100% accurate to support improvement of the practice prevalence and support population health work.
Administrative
Providing administrative support for the Careers identifying newly registered carers, coding to aid any support needed in the future.
Providing administrative support for new and emerging clinics such, but not limited to, MSK.
MSK includes managing waiting lists, booking appointments, chasing results and keeping patients informed.
Maintaining Shared Care data base including administration of contracts for Shared Care Medicine.
Emails
The team are responsible for daily monitoring and actioning both of Beacons main emails daily.
Action team group emails daily.
Follow email process sending on in timely manors to suitable teams or persons.
Scan and workflow patient related emails actioning and coding accordingly.
Action safeguarding emails as sensitive to the safeguarding admin team, with urgency.
Safeguarding
Process any documents that come into the practice as sensitive and with urgency.
Follow protocol ensuring documents and consultations are hidden using the appropriate function in system one.
Coding correctly using snow med codes to identify at risk patients.
Updating the safeguarding spreadsheet.
Audit safeguarding spreadsheet every quarter.
Submitting audited spreadsheet to the safeguarding Gps 2 weeks prior to every quarterly safeguarding meeting.
Attend quarterly safeguarding meetings.
Action outcomes from safeguarding meetings.
Patient Registrations
Registrations
Responsible for ensuring the registration/ deduction process is completed, liaising with external organisations as necessary such as PCSE.
Change status of incoming records, as received, once summarised send to note space.
Merging electronic records and actions rejections
Chase records not received.
Daily processing of the registrations links and summary care records.
Processing patients if moved out of the area following practice protocol coding or removing accordingly.
Run annual audit for out of area patients following process,
Ensure all transfers off registration database are affected as and when applicable
Monitor accuracy of registration database as required producing any necessary reports as required.
Completion of any Registration audits as required by NHSE or the CCG
Coding birth information on mothers record.
Coding post natal checks
Check coding and submit documentation to child health in a timely manner.
Deductions
Recall notes from notes space storage.
Inline with the practice contract deduction patients and return notes to authorities in set timelines.
Order labels and bags for return of records,
Print and process deductions, ensuring all the record is printed and legible.
Action GP2GP for deduction.
Action and deduct any deceased patients inline with the death protocol.
INR
Pick INR results from pathology and tasks daily.
Using INR * process and dose the INR.
Follow INR process if in range, notifying GP if out of range.
Arrange patient to be informed.
Running weekly reports for overdue INRs, actioning and contacting patients.
Pathology
Matching unmatched pathology reports multiple times throughout the day.
Returning unmatched pathology to the labs.
Allocating GP pathology to allocated cover.
Tasks
Action all team tasks In a timely manor where necessary informing patients of information or actioning in records.
Updating and sending to all staff GP weekly rota, ensuring its correct.
Personal/Professional Development
The postholder 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.
Communication
The postholder 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.
Quality
The postholder 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.
Contribution to the implementation of services:
The postholder 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.
Health and Safety
The postholder 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.
Ensure all members of staff comply with the Groups health and safety policy
Carry out risk assessments to comply with current Health and Safety legislation
Ensure any health and safety concerns are reported to the Operations Manager
To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues
Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rights
The details contained in this job description are not exhaustive and may change as the post develops.
Job description
Job responsibilities
Heading
Assisting with the recall process to enable the practice to meet its targets.
To ensure administrative and clerical duties within the Practice are carried out within the Practices guidelines and policies.
To enable the smooth registration of new patients, including meeting standards / targets
To carry out administrative tasks relating to patient records, including scanning, filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
Other work as required to meet the needs of the administration team
To be responsible for your own continuing self-development, undertaking training as appropriate.
To undertake other duties appropriate to the grading of the post as required.
Must be able to work flexible hours.
Scanning Duties
Sort all incoming patient related mail.
Action all electronic hospital correspondence adding correctly into the patients medical record using read codes as agreed by the clinical team.
Scan patient related documents onto their medical record using read codes as agreed by the clinical team.
Process econsults for pill checks and asthma reviews to support reviews.
Add any additional information about the source of the document.
Follow codding protocol guides, where suitable code at 1st contact to reduce GP workload.
Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information.
Ensure incoming letters are scanned onto the patient record within agreed timescale, achieving set KPI for the team, in a safe manor.
Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
Processing of all Out of Hours and Electronic Discharge Summary reports and other patient reports received electronically in line with agreed protocols.
Liaise with out-of-hours provider
Documents include aswell as the above results such as mammograms and diabetic eye screening, coding correctly to support QOF and recalls.
Recalls
Action Recalls within own area of responsibility covering areas such as, but not exhaustive
Child Immunisations,
Cytology,
shingles,
pneumococcal
well woman.
Book appointments, send reminders and information regarding the above recall appointments. Flagging if no capacity on the system.
Ensuring compliance with Cytology Screening programme
Action audits for smears and inadequate smears quarterly and annually updating generic spreadsheet and notifying nurses and GPs of the results.
Completion of Childhood Immunisation Returns through weekly extractions.
Running reports for child immunisations overdue and chasing non-attenders.
Coding
Code or free text the clinical information on to the patient record.
Coding of all incoming letters in line with practice protocol
Assist the Business Intelligence team with audits related to QOF and Enhanced services, updating and amending coding as required.
Ensure accurate read-coding
Deal with queries relating to coding.
Summarising
Coding and summarising of all new patients clinical records.
Ensure recalls for QOF, smears, immunisations, coils ect are added and actioned where suitable.
Action GP2GP and summarise in line with the protocol.
Gain consent and request medical history for all military veterans before summarising and then summarise in given time scales.
All codes to be up to date and snow med compliant to be 100% accurate to support improvement of the practice prevalence and support population health work.
Administrative
Providing administrative support for the Careers identifying newly registered carers, coding to aid any support needed in the future.
Providing administrative support for new and emerging clinics such, but not limited to, MSK.
MSK includes managing waiting lists, booking appointments, chasing results and keeping patients informed.
Maintaining Shared Care data base including administration of contracts for Shared Care Medicine.
Emails
The team are responsible for daily monitoring and actioning both of Beacons main emails daily.
Action team group emails daily.
Follow email process sending on in timely manors to suitable teams or persons.
Scan and workflow patient related emails actioning and coding accordingly.
Action safeguarding emails as sensitive to the safeguarding admin team, with urgency.
Safeguarding
Process any documents that come into the practice as sensitive and with urgency.
Follow protocol ensuring documents and consultations are hidden using the appropriate function in system one.
Coding correctly using snow med codes to identify at risk patients.
Updating the safeguarding spreadsheet.
Audit safeguarding spreadsheet every quarter.
Submitting audited spreadsheet to the safeguarding Gps 2 weeks prior to every quarterly safeguarding meeting.
Attend quarterly safeguarding meetings.
Action outcomes from safeguarding meetings.
Patient Registrations
Registrations
Responsible for ensuring the registration/ deduction process is completed, liaising with external organisations as necessary such as PCSE.
Change status of incoming records, as received, once summarised send to note space.
Merging electronic records and actions rejections
Chase records not received.
Daily processing of the registrations links and summary care records.
Processing patients if moved out of the area following practice protocol coding or removing accordingly.
Run annual audit for out of area patients following process,
Ensure all transfers off registration database are affected as and when applicable
Monitor accuracy of registration database as required producing any necessary reports as required.
Completion of any Registration audits as required by NHSE or the CCG
Coding birth information on mothers record.
Coding post natal checks
Check coding and submit documentation to child health in a timely manner.
Deductions
Recall notes from notes space storage.
Inline with the practice contract deduction patients and return notes to authorities in set timelines.
Order labels and bags for return of records,
Print and process deductions, ensuring all the record is printed and legible.
Action GP2GP for deduction.
Action and deduct any deceased patients inline with the death protocol.
INR
Pick INR results from pathology and tasks daily.
Using INR * process and dose the INR.
Follow INR process if in range, notifying GP if out of range.
Arrange patient to be informed.
Running weekly reports for overdue INRs, actioning and contacting patients.
Pathology
Matching unmatched pathology reports multiple times throughout the day.
Returning unmatched pathology to the labs.
Allocating GP pathology to allocated cover.
Tasks
Action all team tasks In a timely manor where necessary informing patients of information or actioning in records.
Updating and sending to all staff GP weekly rota, ensuring its correct.
Personal/Professional Development
The postholder 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.
Communication
The postholder 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.
Quality
The postholder 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.
Contribution to the implementation of services:
The postholder 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.
Health and Safety
The postholder 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.
Ensure all members of staff comply with the Groups health and safety policy
Carry out risk assessments to comply with current Health and Safety legislation
Ensure any health and safety concerns are reported to the Operations Manager
To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues
Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rights
The details contained in this job description are not exhaustive and may change as the post develops.
Person Specification
Qualifications
Essential
- Evidence of a good general standard of education
- Good IT skills
- NVQ Administration level 2 or equivalent level of experience
- Experience in similar role will be considered
Desirable
- NVQ Administration level 3 or equivalent level of experience
Experience
Essential
- Used to working in a high volume office environment
- Able to work under pressure and to tight deadlines
- Dealing with the public enquiries
- Previous experience of data entry or coding
- Knowledge of the Data Protection act and how this is applied in practice
- Understanding of databases, coding and extraction of data for reporting purposes
Desirable
- Previous experience working in an administrative role within a GP practice
- 2 years experience of clinical coding
- Understanding of QOF and Enhanced Services and how accurate coding supports delivery
- Ability to produce reports for quality audits
Values
Essential
- The candidate must demonstrate an understanding of our values.
Skills
Essential
- Computer skills including good knowledge of databases and record keeping, Microsoft Word and Excel.
- Good organisational and time management skills.
- Highly numerate
- Excellent Interpersonal skills
- Team player
- Good communication skills both verbal and in writing
- Flexible approach to work
- Accurate keyboard or data entry skills
- Ability to work using own initiative under minimum supervision
- Ability to prioritise and plan own workload
- Problem solving skill
- Accurate and methodical approach
- Recognise own development needs and recognise how these may be met
Desirable
- Ability to co-ordinate tasks
- Ability to prioritise and manage own workload against changing priorities, delegating where appropriate
- Good working knowledge and experience of using SystmOne including read coding, electronic discharges, OOH reporting
- Data Analysis
The group values
Essential
- The candidate must
- demonstrate an
- understanding of our
- values
Person Specification
Qualifications
Essential
- Evidence of a good general standard of education
- Good IT skills
- NVQ Administration level 2 or equivalent level of experience
- Experience in similar role will be considered
Desirable
- NVQ Administration level 3 or equivalent level of experience
Experience
Essential
- Used to working in a high volume office environment
- Able to work under pressure and to tight deadlines
- Dealing with the public enquiries
- Previous experience of data entry or coding
- Knowledge of the Data Protection act and how this is applied in practice
- Understanding of databases, coding and extraction of data for reporting purposes
Desirable
- Previous experience working in an administrative role within a GP practice
- 2 years experience of clinical coding
- Understanding of QOF and Enhanced Services and how accurate coding supports delivery
- Ability to produce reports for quality audits
Values
Essential
- The candidate must demonstrate an understanding of our values.
Skills
Essential
- Computer skills including good knowledge of databases and record keeping, Microsoft Word and Excel.
- Good organisational and time management skills.
- Highly numerate
- Excellent Interpersonal skills
- Team player
- Good communication skills both verbal and in writing
- Flexible approach to work
- Accurate keyboard or data entry skills
- Ability to work using own initiative under minimum supervision
- Ability to prioritise and plan own workload
- Problem solving skill
- Accurate and methodical approach
- Recognise own development needs and recognise how these may be met
Desirable
- Ability to co-ordinate tasks
- Ability to prioritise and manage own workload against changing priorities, delegating where appropriate
- Good working knowledge and experience of using SystmOne including read coding, electronic discharges, OOH reporting
- Data Analysis
The group values
Essential
- The candidate must
- demonstrate an
- understanding of our
- values
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
Beacon Medical Group
Address
Mudge Way
Plymouth
PL7 1AD
Employer's website
Employer details
Employer name
Beacon Medical Group
Address
Mudge Way
Plymouth
PL7 1AD
Employer's website
For questions about the job, contact:
Date posted
03 September 2024
Pay scheme
Other
Salary
£11.58 an hour
Contract
Permanent
Working pattern
Part-time
Reference number
A1739-24-0038
Job locations
Mudge Way
Plymouth
PL7 1AD