Job responsibilities
JOB
DESCRIPTION
JOB TITLE: ADMINISTRATOR
REPORTS TO: Practice
Manager /Business Practice Manager
ACCOUNTABLE TO:
Partners
HOURS: 30-37.5
hours per week (Hours Negotiable)
Job
Summary:
The purpose of the role is to:
Offer
general assistance to the practice team and project a positive and friendly
image to patients and other visitors, either in person or via the telephone
Undertake
a variety of reception, administrative
and clinical duties to assist in the smooth running of the practice including the
provision of clerical support to clinical staff and other members of the Practice
team
Facilitate
effective communication between patients, members the primary health care team,
secondary care and other associated healthcare agencies
Specific
delegated clinical tasks under supervision of the GP Partners in accordance to
practice guidelines.
Role
summary:
Assist with referral letters, hospital
correspondence, workflow, scanning, call and recall and quarterly submission.
To receive, assist and direct patients in accessing the appropriate service or
healthcare professional in a courteous, efficient and effective way. And to
provide efficient, helpful, informative and supportive reception and
administration services to patients and members of the primary health care
team.
Duties
and Responsibilities:
Duties and responsibilities may be varied
from time to time under the direction of Business Practice Manager/Practice
Manager/ Partners, dependent on current and evolving Practice workload and
staffing levels and, in accordance to practice guidelines therefore the duties
and responsibilities to be undertaken by members of the Practice administration
team may include any or all of the items in the following list.
Responsible
for Easy Doc maintenance
Processing
referrals in accordance to practice guidelines;
Liaise
with hospitals to make sure the patients receive their appropriate
appointments;
Check
and ensure the workflow is regularly monitored and administered;
Keep
up to date with scanning;
Assist
the administrator to keep up to date with call and recall;
Processing
and distributing incoming (and outgoing) mail;
Processing
pathology link results;
Processing
surgery internet requests and emails;
Computer
data entry/data allocation and collation; processing, summarising and read-coding
information;
Responding
to requests and queries from patients, other team member and associated
healthcare agencies, insurance companies and providers;
Providing
clerical assistance to the Practice as required, including word/data processing,
filing, photocopying , scanning, and preparation of medical reports;
Assisting
in achieving Quality Outcomes Framework;
Assisting
in practice audits and risk management;
Attending
non clinical meetings as required and minute taking of meetings;
To
update and maintain the surgery website;
Report
any building issues when management are away;
Deal
with any IT issues that may arise relating to Docman/EMIS etc
Additional Duties
- Reception
cover as and when required
Ensure an effective and efficient
reception service is provided to patients and any other visitors to the
Practice.
Deal with all general enquiries,
explain procedures and make new and follow-up appointments.
Using your own judgment and
communication skills ensure that patients with no prior appointment but who
need urgent consultation are seen in a logical and non-disruptive manner.
Explain Practice arrangements
and formal requirements to new patients and those seeking temporary cover and
ensure procedures are completed.
Receive and make telephone calls
as required. Divert calls and take messages, ensuring accuracy of detail and
prompt appropriate delivery.
Enter requests for home visits
into the home visits book, ensuring careful recording of all relevant details
and where necessary refer to Duty Doctor.
Action repeat prescription
requests and ensure that they are ready for collection by the patient within 48
hours, in line with Practice protocol.
Take action on clinicians
requests for further information/patient contact information etc. (including
computerised practice notes), ensuring completion of all associated paperwork.
Advise patients of relevant
charges for private (non-General Medical Services) services, accept payment and
issue receipts for same.
Enter patient information on to
the computer as required.
Prepare clinical rooms for
surgeries, supply prescription forms and record numbers in use and ensure
adequate supplies of consumables (including bottles, couch rolls, test request
forms etc.).
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 holders role
Undertaking
periodic infection control training (minimum annually)
Reporting
potential risks identified
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 peoples 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 teams
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 peoples 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
