Job responsibilities
The post-holder is required to:
- To
monitor and manage the daily duties and rotate workload as appropriate and
ensure the smooth running of the team and respective admin
- Produce
a weekly rota to ensure forward planning is maintained and work is
allocated daily
- To
ensure that there is a high emphasis on the accuracy of summarising/coding
and that scanning clerks are fully aware and trained as per the pathway
- To
actively manage patients’ records and provide a high quality of service
- To
keep the Performance Lead informed regarding all aspects of the day to day
running of the team.
- To
provide support to Performance Lead as and when required
- Support
in the update of the diversion pathway review annually with clinical teams
- To
manage and monitor the effectiveness of the team and take remedial action
/ adapt where appropriate
- To
investigate and audit any issues that may arise and feedback to the
learning events/complaints team in a timely manner
- Ensure
regular monthly audits are carried out on the scanning/coding work to maintain
quality and performance
- Report
into monthly MM through KPI’s update
·
To provide and ensure annual appraisal and 121s of the summarising
team, scanning clerks and to act as a mentor for any new starters
·
To be responsible for the line-management of the Summarising/coding
Team and Scanning Clerks and ensure that all Personnel Files are maintained in
accordance with the Practice guidelines
·
To allocate and manage staff leave in accordance with the practice
Holiday Policy
- To
follow the practice guidelines on staff support, capability and discipline
and carry out any necessary measures
·
To assist in the implementation of all procedures and ensure appropriate
training of all summarising admin staff.
·
Build a robust process for filing and holding of records including
frequent contact with PCSE for collections
- To
have active involvement in staff recruitment and ensure all HR and Contractual
requirements are met.
- To
discuss with the HR Manager or the Performance Lead any proposals for
changes to staff contracts; ensuring changes are documented and agreed in
accordance with the Practice Procedures
·
To assist in the updating and devising of Practice Policies &
Procedures and ensure compliance with appropriate legislation and guidance
·
Monitor and carry out the delegated workflow tasks, ensure compliance
and take remedial action or adapt process where required e.g. GP2GP,
amendments, shared care, interchanges etc.
·
Manage/monitor deletions and ensure prompt return of records
·
To ensure adherence to the H&S requirements at each site and
ensure daily compliance with procedures. To deal promptly with any concerns or
report to line-manager/building manager/Practice H&S representative as
appropriate
·
Any other reasonable delegated duties considered appropriate to
the post
Practice
Development and clinical governance
- participate
in primary healthcare team meetings
- provide
data, as required, for practice development plans and reports
- contribute
information on current activities towards reviews of clinical services
- contribute
to strategy formulation and review within the practice
- collect
data as part of the clinical audit process
- collect
data as part of the organisational audit process
- be
aware of practice policies on risk management/Health & Safety/Incident
reporting, and operate appropriate procedures for minimising risk
- be
aware of issues and terminology related to clinical effectiveness &
evidence-based practice
- be
aware of issues related to professional development for self and the staff
groups s/he has responsibility for and be committed to participation in
training and education.
- To
provide mentorship to the summarising admin staff
- Comply
with the practice-based learning event procedure and forward as
appropriate in a timely manner
- Provide
support and facilitate training for the summarising, admin clerk staff
- Lead
fortnightly staff meetings with the team addressing training needs and
feeding into Performance lead for Senior meetings
- Monthly
audits of each team member to ensure mistakes are being highlighted
promptly and acted upon
- participate
in the recruitment and selection process for appointing new staff
- Identify
needs for own training or that of others; assist in the co-ordination of induction
for new admin staff
- participate
in the provision of all relevant mandatory and non-mandatory training for the
summarising/admin team
- monitor
admin/summarising staff time-keeping, sickness, unauthorised absences and
take appropriate action; report and discuss problems with capacity,
discipline or staff grievances to HR Manager/Partners/Deputy Operations
Manager
- participate
in practice procedures for performance review, appraisal or mentoring and
promote value of schemes to summarising/admin staff
- monitor
equipment and report operating problems
- contribute
to ensuring premises security
- to liaise with landlord in shared
services and premises to ensure limits of responsibility are understood
and acted on.
- to ensure practice complies with Health
& Safety legislation through responsibility for the practice policy;
disseminate policy to all users of the premises
Management
of risk / health, safety, and security
·
Follow Health & Safety
Policies and guidelines, including fire procedures and those pertaining to
clinical areas of risk. Use safe working procedures and report incidents using
the incident reporting system.
·
Employees must take reasonable
care for the Health and Safety of him/herself and / or others who may be
affected by his/her acts or omissions at work.
Equality
and diversity
·
Respect the privacy, dignity and
beliefs of patients, carers, visitors, and co-workers. They must be treated
equally, irrespective of gender, ethnic origin, age, disability, sexual
orientation, religion, etc.
·
Be aware of procedures regarding
protection of children and vulnerable adults, including Practice and NHS
policies. Follow the guidance and policies and take action in an appropriate
manner.
Confidentiality
- All
information relating to patients and staff gained through your employment
and after leaving employment with Brownlow Group Practice is
confidential. Disclosure to any
unauthorized person is a serious disciplinary offence or may result in litigation
Communication
and relationships
·
Liaise with members of the
Practice, other NHS organisations and outside agencies as appropriate to the
role.
·
Communicate sensitively and
effectively with others, using active listening and adapting communication
style and method as necessary to meet their needs.
·
Participate in meetings as
appropriate.
Team
working
·
Understand own role and scope in
the practice.
·
Work as an effective and
responsible team member, supporting colleagues in a flexible and approachable
manner.
Special
requirements of the post
- An understanding, acceptance and adherence to
the need for strict confidentiality and to comply with data protection act
and Caldicott Principles
- An ability to use own judgement, resources,
common sense and local knowledge to respond to patients’ enquiries and
requests
- Excellent communications and customer care
skills
- Identify and respond to needs of diverse
population
- Organisational skills
- Flexibility
- Computer skills
- Ability to work as part of a team
- Ability to work on own initiative
This job
description is not intended to be exhaustive but to indicate the main areas of
responsibility. It may be changed after
consultation with the post holder.