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
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
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.
Confidentiality
The
post holder must maintain confidentiality, security and integrity of
information relating to patients, staff and the business.
In the
performance of the duties outlined in this job description, the postholder 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.
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.
