Job responsibilities
The post holder is a member of the Primary Care Network (PCN) providing administrative support to the PCN clinics and staff. Scheduling sessions, updating patient records, and ensuring that the actions are completed by the relevant clinician. Being the first point of contact for patients and visitors. Proactively case finding patients for sessions using the GP Clinical System (SystmOne) as well as running reports. Booking the patients into the relevant clinics and keeping waiting lists up to date.
The post holder will also as be required to provide data collection to help the wider PCN team achieve other key quality improvement, patient safety initiatives and work programmes.
Job Responsibilities:
- Supporting the PCN clinics with administrative duties such as patient bookings and enquiries.
- Greet patients, doctors and visitors at reception in a polite and friendly manner.
- Act as a chaperone when required.
Utilising SystmOne to set up searches, data collection and creating rotas for the clinical team.
Providing rota administration for the clinical team on the PCN Clinical SystmOne. Including, generating new rota templates, making necessary adjustments and cancelling as appropriate.
Explain the management of a patients pathway to clinical staff, liaising between services and service users, contacting services using the appropriate procedures/referral mechanisms.
Work closely with all relevant care agencies (primary care, secondary care, community services, Mental Health, Social Services, Ambulance Service, Voluntary Services, and other relevant service providers) to ensure a coordinated patient care plan, without requiring a further referral from the GP.
Act as the single point of contact for the PCN and establish systems and processes which will ensure a timely and appropriate response to queries from clinicians and other stakeholders.
Raise awareness of health promotion and NHS health checks in practices and with members of the local community.
Monitor referrals to ensure tasks are completed and care delivered by keeping in regular telephone contact.
Refer to PCN social prescribing link workers where a patient is identified as potentially benefitting from this service.
Raise awareness of shared decision-making and decision support tools, assist people to be more prepared to have a shared decision-making conversation.
Reviewing and maintaining the clinical stock including protective personal equipment, stationary and medical equipment. Ordering as necessary.
Supporting the PCNs protected learning sessions with arranging speakers, caterers, issuing certificate of attendance and general on the day facilitation.
Communication:
Communicate effectively with other team members.
Communicate effectively with patients and carers, recognising their needs for alternative methods of communication.
Enthusiastic about health promotion and lifestyle change.
Personal and people development:
Take responsibility for own developmental learning and performance, including participating in supervision.
Take responsibility for maintaining a record of own personal development.
Work with management on any new training requirements.
To recognise and understand the roles and responsibilities of individuals working in the primary health care team.
Health, safety, and security:
Use the personal security systems within the workplace according to practice guidelines.
Identify the risks involved in work activities and undertake them in a way that manages the risks.
Know the health and safety policies and procedures within the workplace, including fire procedures, maintaining documentation, monitoring, and maintaining of equipment and furniture within your area of responsibility.
Use the computer equipment safely and in line with organisations policies.
Service improvement:
Work with colleagues in the team on the development of current and new services and other initiatives.
Quality:
Our PCN is committed in its use of available resources to obtaining the best possible service for patients and staff. The post holder must share this objective and seek to maintain and improve the quality of service provided.
The post holder must:
Alert other team members to issues of quality and risk in the care of patients.
Ensure own actions are consistent with clinical governance systems.
Know the organisations policies, especially the whistle-blowing policy, available in the practice staff handbook.
Be able to manage your own time effectively.
Equality and Diversity:
Our PCN is pledged to equal opportunities for all and is committed to ensure that no job applicant or employee receives less favourable treatment on the grounds of gender, marital status, age, race, colour, sexual orientation, creed, nationality, ethnic or national origin or disability. We promote flexible working opportunities wherever possible to enable staff to balance their work with their private lives.
The post holder must:
Act in ways that recognise the importance of people's rights, interpreting them in a way that is consistent with procedures.
Respect the privacy, dignity, needs and beliefs of patients and carers.
Information processes and Confidentiality
Information relating to patients, employees and business must be treated in strictest confidence. Under no circumstances should such information be discussed with any unauthorised person(s) or organisations. All staff must operate within the requirements of our policies.
The post holder must:
Maintain confidentiality or information relating to patients, relatives, staff and the PCN.
Maintain accurate and contemporaneous electronic patient records on SystmOne.
Take the necessary precautions when transmitting information.
Safeguarding and Protecting Children:
Everyone shares responsibility for safeguarding and promoting the welfare of children and young people, irrespective of individual roles. As an employee of the trust, you will need to be aware of your responsibility in relation to safeguarding and protecting children. You will need to be aware of our procedures and know how to contact named professionals, within the safeguarding team for advice and support.
Health and Safety:
The Health and Safety at Work Act stipulates that it is the responsibility of each employee to observe all rules governing safety and conduct and as such safety equipment and Personal Protective Equipment provided must be used
Infection Control:
Our PCN is committed to protecting the health of all staff, patients, and visitors to our premises. As such all staff are personally responsible for compliance with all General Practice infection prevention and control policies. Failure to comply with such policies and associated procedures is likely to lead to disciplinary action.
Duties and Responsibilities:
Maintain your professional standards in respect of education and training and ensure that you are aware of your specific area specialty training and needs analysis.
The post holder must:
Attend annual updates and mandatory training as required.
Highlight any gaps in knowledge/training needs to their line manager to allow them the opportunity to offer support to fulfil the duties of this post.
Act in a manner that safeguards children and/or vulnerable adults as applicable to the role.
Work in line with organisational policies and procedural guidelines.
This JD is not intended to be an exhaustive list of activities but rather an outline of the main areas of responsibility. The role is likely to evolve to meet the changing needs of the service.
