GP Administrator
This job is now closed
Job summary
We are a small but very friendly practice in Plumstead consisting of 3 Doctors, 2 P/T Nurses, P/T Physio, P/T Mental Health Nurse and Social Prescriber
Main duties of the job
Docman, referrals, coding of Breast & Bowel Screening results, Registrations, Blood forms - All relating to admin duties
About us
We are looking for someone who is punctual, can multi task and step up when needed. Must be able to do overtime to cover both holiday and staff sickness
Details
Date posted
16 October 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A2073-23-0001
Job locations
37 Waverley Crescent
Plumstead
London
SE18 7QU
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
1.
Complete all referrals.
2.
Scan post and allocate via Docman and complete any issues with staff passwords etc. To review staff reading allocated workflow.
3.
Review and update Smear software system including re setting staff passwords.
4.
Issue invoices when due and liaise with Solicitors, Insurance Companies etc and be responsible for the sending of medical records
5.
Ensure computerised appointment system is up-to-date and change sessions when necessary, informing patients of any changes.
6.
Update Docman letters/templates etc on weekly basis
7.
Order stock, Syringes, Needles etc
8.
To deal with requests for SAR (Subject Access Requests)
9.
Check and complete weekly Bluebag.
10.
Summarise all notes received with a view of completing within 4 weeks of receiving.
11.
12.
Run GP2GP and complete all degraded entries on at least a once weekly basis.
13.
.
14.
Re-stocking of information leaflets as appropriate & the Practice leaflet is up to and current for patients information.
15.
Assist in the running of and where necessary take control of Seasonal Flu campaign and liaise with appropriate staff.
16.
Undertake administration tasks as allocated on rota organised by Practice Manager.
17.
Inform HV of all patients aged 5 and under via email Once weekly.
18.
Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
19.
Check emails on a daily basis. Download links and allocate.
20.
To organise cover for staff holidays
21.
Maintain deceased register and birth register on Vision (electronic). Advise Health Board of deceased patients using Vision.
22.
Regularly check stock rotation of needles, syringes etc
23.
Do monthly smear recalls and reminders.
24.
Complete or review any Policies or protocols requested from Practice manager.
25.
Keep housebound, Vulnerable Adults, Looked after children & other registers up to date and current.
26.
27.
To work in Reception when required.
28.
To attend ALL meetings and training which may occur outside of your contracted hours.
29.
To read and implement ALL policies given and placed within Reception/PM Policy folder.
30.
Report all problems Immediately to the Practice manager/Partner.
31.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
32.
Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
33.
To follow full confidentiality procedures at ALL times.
34.
Run EDT. Workflow to relevant staff and file.
35.
Take minutes of Staff meetings when required.
36.
Organise, advertise, encourage membership and assist in the running of the PPG (Patient participation Group). Implement meetings for the PPG. Organise surveys and collate data. Follow PPG contractual duties and complete.
Equipment, machinery & Systems
1.
Personal Computer system including internet activity which is utilised as a means of communication both internally and externally
2.
Practice Clinical System (Vision) to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits
3.
Fax and photocopying machines.
4.
The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practices Clinical System (Vision)
Assignment of work
The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.
The Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Practice Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Practice Manager. The Post-holders work is formally reviewed by annual appraisal.
The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
decisions & judgements
The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
Establishing and maintaining effective lines of communication with the GPs and Practice Manager.
Communicating clearly and effectively with staff to aid the smooth running of the Practice.
Responding to requests or queries for support as they arise in an appropriate and
timely manner.
Prioritising workload and requests for support.
Making the most effective use of resources available.
Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.
Most challenging part of the job
1.
Managing the many conflicting priorities that the post requires
2.
Ensuring clear protocols for the prioritisation of work.
3.
Providing and maintaining a professional and effective dialogue with patients.
communication and relationships
1.
Internally with the GPs, Practice Manager and colleagues to help ensure that practice aims and objectives are met.
2.
Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.
3.
Externally with patients registered at the Practice.
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
1.
The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task.
2.
The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
3.
The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
4.
The post-holder is often required to work independently of others and to be self-determined.
5.
The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.
knowledge, training and experience required to do the job
1.
The post-holder must be understanding and approachable to patients and able to respond to patient requests
2.
The post-holder is required to have well-developed keyboard skills.
3.
The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines.
4.
The post-holder must clearly understand the importance of maintaining patient and data confidentiality.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
1.
Complete all referrals.
2.
Scan post and allocate via Docman and complete any issues with staff passwords etc. To review staff reading allocated workflow.
3.
Review and update Smear software system including re setting staff passwords.
4.
Issue invoices when due and liaise with Solicitors, Insurance Companies etc and be responsible for the sending of medical records
5.
Ensure computerised appointment system is up-to-date and change sessions when necessary, informing patients of any changes.
6.
Update Docman letters/templates etc on weekly basis
7.
Order stock, Syringes, Needles etc
8.
To deal with requests for SAR (Subject Access Requests)
9.
Check and complete weekly Bluebag.
10.
Summarise all notes received with a view of completing within 4 weeks of receiving.
11.
12.
Run GP2GP and complete all degraded entries on at least a once weekly basis.
13.
.
14.
Re-stocking of information leaflets as appropriate & the Practice leaflet is up to and current for patients information.
15.
Assist in the running of and where necessary take control of Seasonal Flu campaign and liaise with appropriate staff.
16.
Undertake administration tasks as allocated on rota organised by Practice Manager.
17.
Inform HV of all patients aged 5 and under via email Once weekly.
18.
Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
19.
Check emails on a daily basis. Download links and allocate.
20.
To organise cover for staff holidays
21.
Maintain deceased register and birth register on Vision (electronic). Advise Health Board of deceased patients using Vision.
22.
Regularly check stock rotation of needles, syringes etc
23.
Do monthly smear recalls and reminders.
24.
Complete or review any Policies or protocols requested from Practice manager.
25.
Keep housebound, Vulnerable Adults, Looked after children & other registers up to date and current.
26.
27.
To work in Reception when required.
28.
To attend ALL meetings and training which may occur outside of your contracted hours.
29.
To read and implement ALL policies given and placed within Reception/PM Policy folder.
30.
Report all problems Immediately to the Practice manager/Partner.
31.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
32.
Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
33.
To follow full confidentiality procedures at ALL times.
34.
Run EDT. Workflow to relevant staff and file.
35.
Take minutes of Staff meetings when required.
36.
Organise, advertise, encourage membership and assist in the running of the PPG (Patient participation Group). Implement meetings for the PPG. Organise surveys and collate data. Follow PPG contractual duties and complete.
Equipment, machinery & Systems
1.
Personal Computer system including internet activity which is utilised as a means of communication both internally and externally
2.
Practice Clinical System (Vision) to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits
3.
Fax and photocopying machines.
4.
The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practices Clinical System (Vision)
Assignment of work
The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.
The Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Practice Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Practice Manager. The Post-holders work is formally reviewed by annual appraisal.
The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
decisions & judgements
The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
Establishing and maintaining effective lines of communication with the GPs and Practice Manager.
Communicating clearly and effectively with staff to aid the smooth running of the Practice.
Responding to requests or queries for support as they arise in an appropriate and
timely manner.
Prioritising workload and requests for support.
Making the most effective use of resources available.
Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.
Most challenging part of the job
1.
Managing the many conflicting priorities that the post requires
2.
Ensuring clear protocols for the prioritisation of work.
3.
Providing and maintaining a professional and effective dialogue with patients.
communication and relationships
1.
Internally with the GPs, Practice Manager and colleagues to help ensure that practice aims and objectives are met.
2.
Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.
3.
Externally with patients registered at the Practice.
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
1.
The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task.
2.
The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
3.
The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
4.
The post-holder is often required to work independently of others and to be self-determined.
5.
The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.
knowledge, training and experience required to do the job
1.
The post-holder must be understanding and approachable to patients and able to respond to patient requests
2.
The post-holder is required to have well-developed keyboard skills.
3.
The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines.
4.
The post-holder must clearly understand the importance of maintaining patient and data confidentiality.
Person Specification
Experience
Essential
- We are looking for someone with previous experience and an understanding of how a GP surgery works - But could give training if you have previous GP practice Reception work
Person Specification
Experience
Essential
- We are looking for someone with previous experience and an understanding of how a GP surgery works - But could give training if you have previous GP practice Reception work
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Waverley Practice
Address
37 Waverley Crescent
Plumstead
London
SE18 7QU
Employer's website
Employer details
Employer name
Waverley Practice
Address
37 Waverley Crescent
Plumstead
London
SE18 7QU
Employer's website
Employer contact details
For questions about the job, contact:
Details
Date posted
16 October 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A2073-23-0001
Job locations
37 Waverley Crescent
Plumstead
London
SE18 7QU