Job summary
Highcroft Surgery, Nottingham
Practice Secretary/Administrator
We are a friendly GP Surgery looking for an enthusiastic and
experienced secretary/administrator who is looking to progress their career in
General Practice. The candidate will join our existing Administration Team of one
Lead Secretary/Administrator, one Secretary and four Administrators.
We have a very supportive, flexible, forward thinking team
and pride ourselves on strong team working.
Full or part time hours to be negotiated.
Main duties of the job
The successful candidate will support all staff in the
administrative duties as requested, maintain appropriate and accurate record
keeping as well as attend meetings formulating an agenda and the typing of
minutes as required.
The successful candidate will be responsible for undertaking
a wide range of administrative duties and the provision of administrative support
to the multidisciplinary team. This includes workflow optimisation, referrals, eConsult management, supporting
staff with the distribution of information, messages and enquiries for the
clinical team, liaising with multidisciplinary team members and external
agencies such as Secondary Care and Community Service Providers.
Duties
include, but are not limited to, running reports, making referrals and managing the eConsult system.
About us
Highcroft Surgery in Arnold is a dynamic, fast paced,
forward thinking GP Practice serving 12,000 patients. This role is for a
minimum of 25 hours per week up to full time (37 hours per week). Salary will
be dependent on qualifications and experience.
Practice Summary:
* Well established GP practice, located in Arnold Town Centre
* Teaching/training practice
* Onsite staff parking
* Part of Arnold and Calverton Primary Care Network
* Non-Clinical team comprising of one Practice Manager, one Operations Manager, one Lead Secretary/Administrator, two
Reception Supervisors, eight Receptionists, one secretary, four Administrators, one Care Co-Ordinator as part of the PCN, three Cleaners
and one Caretaker
* Clinical team comprising of three GP Partners, one
Advanced Nurse Practitioner Partner, one Salaried GP, one Lead Practice Nurse, two Practice Nurses, one Trainee Nurse Associate, three Health Care Assistants, one Clinical Pharmacist, and as part of the PCN, one Pharmacy Technician,one Mental Health Occupational Therapist, one Emergency Practitioner and
one First Contact Physiotherapist
* Clinical system SystmOne
We use innovative systems such as Ardens, eConsults and F12
Job description
Job responsibilities
Job Title:
Practice Secretary/Administrator
Reports to:
Lead Secretary/Administrator
Job Overview:
* To be responsible for undertaking a wide range
of administrative duties
and the provision of
administrative support to the multidisciplinary team. This includes workflow optimisation
which involves processing incoming documents, assigning to the appropriate clinician or filing to patient records. You will also
read-code relevant information into the patients electronic healthcare
records on the clinical system, adhering to the practice processes
* Refer patients to secondary care and other organisations as advised by the clinical team, filling in any referral templates and Choose and Book information as required
* Manage the incoming eConsult forms to include daily downloading the forms, adding to the clinical ledger and following up the actions as advised by the clinicians whilst also providing administrative support to the clinicians
* To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with
multidisciplinary team members and external agencies such as Secondary Care and Community Service Providers
* Duties include, but are not
limited to, supporting the administration and receptionist teams
with patient registration, processing information (electronic and hard copy) in a timely
manner and in accordance with current policies
Location:
Highcroft Surgery, but
you may be required to work from
other locations at the
discretion of the practice and with appropriate notice
Working Hours:
As agreed in the terms of
the contract
Responsibilities and Duties of the Job
The key responsibilities will include but are not limited to:
* Identify relevant clinical information documented in patient correspondence, code appropriately and
complete any detailed actions where appropriate
* Refer patients to secondary care and other organisations
* Manage the eConsult system whilst being the first port of call for clinicians
* Action and file
incoming clinical correspondence
* Input data
into the patients healthcare records as necessary
* Carry out
system searches as requested
* Support the
development of all practice workflow processes
Role Specific Duties (continued):
* Receive and act
upon any safety alerts
* Carry out data quality
reviews such as read coding, note summarising and scanning on an audit cycle
* Organising, creating an agenda
and attending meetings taking minutes
* Actioning medical records in the appropriate time frame
* Authorising online access to medical records for patients
Working
with Others:
* Support all staff, including clinical staff, with
general administrative tasks
as requested
* Create and run searches and prepare information ready for audit
and arrange for review
by the clinical team when required
* Identify and highlight patients for assessment through prevalence work and review
* Provide and receive complex or
sensitive communication (written, oral or electronic) where a degree
of tact, diplomacy or sensitivity is required to be
shown
Other
Duties:
Other duties and responsibilities to be undertaken may include any or all of the items in the following list:
* Promote the use of accurate record
keeping and coding
* Understand and follow all policies and procedures relevant to the role
* Other general administrative tasks
Personal and Professional
Development:
* Seek
opportunities for personal and professional
growth
* Commit to achieving the relevant skills
and experience commensurate with the role
* Be open to
learning opportunities
Job description
Job responsibilities
Job Title:
Practice Secretary/Administrator
Reports to:
Lead Secretary/Administrator
Job Overview:
* To be responsible for undertaking a wide range
of administrative duties
and the provision of
administrative support to the multidisciplinary team. This includes workflow optimisation
which involves processing incoming documents, assigning to the appropriate clinician or filing to patient records. You will also
read-code relevant information into the patients electronic healthcare
records on the clinical system, adhering to the practice processes
* Refer patients to secondary care and other organisations as advised by the clinical team, filling in any referral templates and Choose and Book information as required
* Manage the incoming eConsult forms to include daily downloading the forms, adding to the clinical ledger and following up the actions as advised by the clinicians whilst also providing administrative support to the clinicians
* To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with
multidisciplinary team members and external agencies such as Secondary Care and Community Service Providers
* Duties include, but are not
limited to, supporting the administration and receptionist teams
with patient registration, processing information (electronic and hard copy) in a timely
manner and in accordance with current policies
Location:
Highcroft Surgery, but
you may be required to work from
other locations at the
discretion of the practice and with appropriate notice
Working Hours:
As agreed in the terms of
the contract
Responsibilities and Duties of the Job
The key responsibilities will include but are not limited to:
* Identify relevant clinical information documented in patient correspondence, code appropriately and
complete any detailed actions where appropriate
* Refer patients to secondary care and other organisations
* Manage the eConsult system whilst being the first port of call for clinicians
* Action and file
incoming clinical correspondence
* Input data
into the patients healthcare records as necessary
* Carry out
system searches as requested
* Support the
development of all practice workflow processes
Role Specific Duties (continued):
* Receive and act
upon any safety alerts
* Carry out data quality
reviews such as read coding, note summarising and scanning on an audit cycle
* Organising, creating an agenda
and attending meetings taking minutes
* Actioning medical records in the appropriate time frame
* Authorising online access to medical records for patients
Working
with Others:
* Support all staff, including clinical staff, with
general administrative tasks
as requested
* Create and run searches and prepare information ready for audit
and arrange for review
by the clinical team when required
* Identify and highlight patients for assessment through prevalence work and review
* Provide and receive complex or
sensitive communication (written, oral or electronic) where a degree
of tact, diplomacy or sensitivity is required to be
shown
Other
Duties:
Other duties and responsibilities to be undertaken may include any or all of the items in the following list:
* Promote the use of accurate record
keeping and coding
* Understand and follow all policies and procedures relevant to the role
* Other general administrative tasks
Personal and Professional
Development:
* Seek
opportunities for personal and professional
growth
* Commit to achieving the relevant skills
and experience commensurate with the role
* Be open to
learning opportunities
Person Specification
Qualifications
Essential
- GCSE English (C or above) or equivalent
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of MS Office and Outlook
- Understanding of clinical coding
- Good levels of accuracy and attention to detail
- Effective time management (planning and organising)
- Ability to work effectively as part of a team
- Able to maintain concentration over a period of time which may involve the frequent and prolonged use of IT equipment
- Ability to follow policy and procedure
- Good interpersonal skills
- Be able to communicate effectively with staff and patients
- Have the communication skills to inform, advise and support colleagues, management and healthcare professionals regarding accurate coding
- Has significant problem-solving skills
- Able to adapt and address inaccuracies quickly
- Has a methodical and logical approach
- Identifies issues and review new approaches to data entry and coding
- Able to work on own initiative with defined parameters, organising and prioritising own and others' work to given deadlines
- The ability to plan work and meet deadlines
- Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately
- Satisfactory standard Disclosure Barring Service (DBS) check
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in stressful situations
- Able to work under pressure
- Previous experience of working in a similar role
Desirable
- Educated to GCSE level or equivalent
- GCSE Mathematics (C or above) or equivalent
- A high level of mathematical ability
- Clinical system SystmOne user skills
- Has the ability to analyse and interpret data
- Previous experience of working in a similar environment
Person Specification
Qualifications
Essential
- GCSE English (C or above) or equivalent
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of MS Office and Outlook
- Understanding of clinical coding
- Good levels of accuracy and attention to detail
- Effective time management (planning and organising)
- Ability to work effectively as part of a team
- Able to maintain concentration over a period of time which may involve the frequent and prolonged use of IT equipment
- Ability to follow policy and procedure
- Good interpersonal skills
- Be able to communicate effectively with staff and patients
- Have the communication skills to inform, advise and support colleagues, management and healthcare professionals regarding accurate coding
- Has significant problem-solving skills
- Able to adapt and address inaccuracies quickly
- Has a methodical and logical approach
- Identifies issues and review new approaches to data entry and coding
- Able to work on own initiative with defined parameters, organising and prioritising own and others' work to given deadlines
- The ability to plan work and meet deadlines
- Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately
- Satisfactory standard Disclosure Barring Service (DBS) check
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in stressful situations
- Able to work under pressure
- Previous experience of working in a similar role
Desirable
- Educated to GCSE level or equivalent
- GCSE Mathematics (C or above) or equivalent
- A high level of mathematical ability
- Clinical system SystmOne user skills
- Has the ability to analyse and interpret data
- Previous experience of working in a similar environment