Job responsibilities
Job Summary:
To act as a team leader to the clinical administration team and provide administrative support and services to members of the practice team.
Job responsibilities:
Team Leadership and Development
- Act as team leader for the clinical administration team including day to day coordination of the team
- Monitor team performance and conduct regular performance reviews and annual appraisals
- Support and develop the team
- Proactively develop the team and innovate / identify new opportunities to optimise patient care
Active Document Management and Workflow
- Ensure that patient records are accurately maintained
- Scanning of clinical correspondence into our clinical systems
- Ensure that clinical correspondence is received and processed in an accurate and timely manner through the Docman system
- Active document management, reviewing clinical correspondence before electronically workflowing to the GPs
- Develop the document management service to optimise our approach to the safe, effective and pro-active management of clinical correspondence
Screening and Recalls
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Run EMIS searches to identify patients due for their review or drug monitoring
- Plan and schedule reviews with consideration to available resources and capacity
- Proactively contact patients to invite them for cancer screening programmes, immunisations and long term condition reviews
- Monthly reports to the senior management team
Clinical Administration
- Provide administrative support to members of the primary health care team in the following areas to ensure
- Cervical, breast and bowel cancer screening
- Long term conditions and drugs monitoring
- Pathology results
- Immunisation recalls
- Private medical insurance reports
- Monitor the shared email account and process emails liaising with team members as appropriate
Referrals to Other Services
- Coordinate referrals to other services. This includes the typing of letters, reports and patient referrals from digital dictation systems (Lexacom).
- To liaise with patients, practice staff and hospitals to coordinate patient referrals and ongoing care
- Maintain trackers to ensure robust monitoring of referrals and compliance
- Process private medical reports and medicals including copies of medical records.
Other Duties
- To assist the senior management team with clerical and administrative duties as required.
- Actively participate in meetings, agenda setting and taking meeting minutes.
- Participate in service development, innovation cycles and monitoring.
- Maintain adequate supplies of office stationery in order to perform secretarial duties.
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 holder’s 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 people’s 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 team’s 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 people’s 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
