Clinical Administrator / General Practice Assistant (GPA)
Coltishall Medical Practice
This job is now closed
Job summary
The doctors, nurses and practice team at Coltishall Medical Practice rely heavily on the administration team to provide safe and high quality care to our patients. We currently have a team of 4 Clinical Administrators and are looking for an additional Clinical Administrator / General Practice Assistant (GPA), working 37 hours per week Monday to Friday (between 8.30am - 6.30pm). The successful candidate will ideally have NHS experience, a knowledge of medical terminology and clinical systems but full training will be given.
Main duties of the job
Clinical Administrators/General Practice Assistants (GPAs), support the smooth running of clinics by performing more routine administration on behalf of the GP, freeing up their time to focus on the patient. The job will require you to:
- Arrange appointments, referrals, tests and follow up appointments of patients.
- Complete basic (non-opinion) forms and core elements of some forms for the GP to approve and sign, such as insurance forms, mortgage, benefit agency forms etc.
- Help the GP liaise with outside agencies.
- Sort clinical post and prioritise for the GP, signposting some post to other members of staff.
- Extract information from clinical letters that need coding; adding this to patient notes. Support with QOF reviews.
- Assist with the management of patient records.
- Assist with administrative tasks, such as managing workload, charging fees and assisting with meeting management.
About us
Coltishall Medical Practice is a busy and friendly GP practice with 9 GPs, 1 ANP and Practice Nurse team supported by an excellent administrative team. Based on the Norfolk Broads with a largely rural population we work hard to provide high quality services to a patient list size approaching 9000. For further information about our practice please visit our website www.coltishallsurgery.nhs.uk
Date posted
16 November 2022
Pay scheme
Other
Salary
£10.40 an hour
Contract
Permanent
Working pattern
Full-time
Reference number
A2254-22-1015
Job locations
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Job description
Job responsibilities
The Clinical Administrator / General Practice Assistant (GPA) will support the smooth running of clinics by performing more routine administration and clinical tasks on behalf of the GP, freeing up their time to focus on the patient.
The job will require you to:
Arranging appointments, referrals, tests and follow up appointments of patients:
- Identify and enter key clinical information into the Emis Web clinical system in accordance with the Practice note summarising and clinical coding protocol.
- Ensuring referral proformas and templates are maintained and kept up to date using Knowledge Anglia as appropriate.
- Identify, complete referrals on system. Initiate and complete all referrals on eReferrals system ensuring that all supporting documentation attached/sent within required timescales.
- Audio-type letters, reports etc. and copy typing as required/requested.
- Record all referrals and appointments for audit purposes.
- Keeping a log of all 2 week wait referrals to ensure they have an appointment booked and we receive a letter from the hospital once the patient has been seen.
- Deal with any referrer action required warnings generated by the eReferrals system.
- Answer patients enquiries and offer advice, within limits of knowledge, in a helpful confidential and courteous manner.
Completing basic (non-opinion) forms and core elements of some forms for the GP to approve and sign, such as insurance forms, mortgage, benefit agency forms, etc:
- Providing copies of medical records requested by various organisations, recording each stage of the process and utilising iGPR system where appropriate.
- Arranging and checking GP completion of medical reports as requested by insurance and any other source, ensuring correct fee invoiced as appropriate and logged to ensure payment received.
- Arranging completion of and invoicing for DVLA & DWP forms.
- Obtain patients written consent before supplying outside organisations with copies of medical records, reports etc.
- Helping the GP liaise with outside agencies, e.g. getting an on call doctor on the phone to ask advice or arrange admission while the GP can continue with their consultation(s):
- Liaise with community services and other attached services as appropriate.
- Liaise with doctors/secretaries at the hospital.
- To be aware at all times of which doctor is on call, his whereabouts and knowing which doctors are working at any given time.
Sorting clinical post and prioritising for the GP. Signposting some post to other members of staff:
- Taking the post, franking post, topping up franking machine with credit and ordering supplies
- Extracting information from clinical letters that need coding; adding this to patient notes. Supporting with QOF reviews:
- To ensure that all incoming correspondence is coded appropriately, including QOF information, and sent by workflow system (Docman) where appropriate, for clinicians to action any other directions in a timely way.
- Using computer to access, extract and enter patient information.
- Regular quality check of referral coding and deductions.
Assisting with the management of patient records:
- To compile a comprehensive and chronological medical summary from new patient records and GP2GP.
- Managing deceased and departing patient records, deducting from relevant medical systems, checking, and sending records to Primary Care Support Services (Capita).
- Dealing with queries as appropriate with Primary Care Support Services (Capita).
- Sending address query and change letters and maintaining records on spreadsheet, following process as required to deduct.
- Utilise PCSE portal to order bags for transporting patient records. Request labels for deducted notes if required.
Assisting with administrative tasks, such as managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.
- Action any workflow tasks, Footfall and deal with any Docman workflow tasks in a timely manner.
- To be aware of the private fee structure. Review and increase fees with the Business Manager and send out updated fee list to all staff.
- Maintain log of any fees that have not been charged. Advise Business Manager of any concerns.
- Organising meeting dates, typing minutes for all meetings and keeping electronic records for these.
- Using MJOG/Accurx to contact patients by text message where appropriate.
In undertaking this role, the Clinical Administrator / GPA must:
- Ensure patient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when not at your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Job description
Job responsibilities
The Clinical Administrator / General Practice Assistant (GPA) will support the smooth running of clinics by performing more routine administration and clinical tasks on behalf of the GP, freeing up their time to focus on the patient.
The job will require you to:
Arranging appointments, referrals, tests and follow up appointments of patients:
- Identify and enter key clinical information into the Emis Web clinical system in accordance with the Practice note summarising and clinical coding protocol.
- Ensuring referral proformas and templates are maintained and kept up to date using Knowledge Anglia as appropriate.
- Identify, complete referrals on system. Initiate and complete all referrals on eReferrals system ensuring that all supporting documentation attached/sent within required timescales.
- Audio-type letters, reports etc. and copy typing as required/requested.
- Record all referrals and appointments for audit purposes.
- Keeping a log of all 2 week wait referrals to ensure they have an appointment booked and we receive a letter from the hospital once the patient has been seen.
- Deal with any referrer action required warnings generated by the eReferrals system.
- Answer patients enquiries and offer advice, within limits of knowledge, in a helpful confidential and courteous manner.
Completing basic (non-opinion) forms and core elements of some forms for the GP to approve and sign, such as insurance forms, mortgage, benefit agency forms, etc:
- Providing copies of medical records requested by various organisations, recording each stage of the process and utilising iGPR system where appropriate.
- Arranging and checking GP completion of medical reports as requested by insurance and any other source, ensuring correct fee invoiced as appropriate and logged to ensure payment received.
- Arranging completion of and invoicing for DVLA & DWP forms.
- Obtain patients written consent before supplying outside organisations with copies of medical records, reports etc.
- Helping the GP liaise with outside agencies, e.g. getting an on call doctor on the phone to ask advice or arrange admission while the GP can continue with their consultation(s):
- Liaise with community services and other attached services as appropriate.
- Liaise with doctors/secretaries at the hospital.
- To be aware at all times of which doctor is on call, his whereabouts and knowing which doctors are working at any given time.
Sorting clinical post and prioritising for the GP. Signposting some post to other members of staff:
- Taking the post, franking post, topping up franking machine with credit and ordering supplies
- Extracting information from clinical letters that need coding; adding this to patient notes. Supporting with QOF reviews:
- To ensure that all incoming correspondence is coded appropriately, including QOF information, and sent by workflow system (Docman) where appropriate, for clinicians to action any other directions in a timely way.
- Using computer to access, extract and enter patient information.
- Regular quality check of referral coding and deductions.
Assisting with the management of patient records:
- To compile a comprehensive and chronological medical summary from new patient records and GP2GP.
- Managing deceased and departing patient records, deducting from relevant medical systems, checking, and sending records to Primary Care Support Services (Capita).
- Dealing with queries as appropriate with Primary Care Support Services (Capita).
- Sending address query and change letters and maintaining records on spreadsheet, following process as required to deduct.
- Utilise PCSE portal to order bags for transporting patient records. Request labels for deducted notes if required.
Assisting with administrative tasks, such as managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.
- Action any workflow tasks, Footfall and deal with any Docman workflow tasks in a timely manner.
- To be aware of the private fee structure. Review and increase fees with the Business Manager and send out updated fee list to all staff.
- Maintain log of any fees that have not been charged. Advise Business Manager of any concerns.
- Organising meeting dates, typing minutes for all meetings and keeping electronic records for these.
- Using MJOG/Accurx to contact patients by text message where appropriate.
In undertaking this role, the Clinical Administrator / GPA must:
- Ensure patient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when not at your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Person Specification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative, prepared to work flexible hours
- Motivated
- High levels of integrity (confidentiality & discretion) and loyalty
- Ability to work under pressure
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS Web user skills
- Understanding of clinical coding & medical terminology
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of administrative duties
Desirable
- Experience of working in a service environment
- Experience of working in a health care setting
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Person Specification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative, prepared to work flexible hours
- Motivated
- High levels of integrity (confidentiality & discretion) and loyalty
- Ability to work under pressure
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS Web user skills
- Understanding of clinical coding & medical terminology
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of administrative duties
Desirable
- Experience of working in a service environment
- Experience of working in a health care setting
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
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
Coltishall Medical Practice
Address
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Employer's website
Employer details
Employer name
Coltishall Medical Practice
Address
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Employer's website
For questions about the job, contact:
Date posted
16 November 2022
Pay scheme
Other
Salary
£10.40 an hour
Contract
Permanent
Working pattern
Full-time
Reference number
A2254-22-1015
Job locations
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Supporting documents
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