GP practice - Document Manager

Job description

Job responsibilities

Responsible to -The Partners through the Practice Manager

Personal Profile -The Post Holder should have:

A Calm disposition and an ability to work well as a team member

Good verbal communication skills

Computer Skills

Be adaptable to change

Genuine interest in the aims of the practice

Self motivated in Personal development

A flexible approach to working extra hours to cover staff sickness and holidays

The post holder is required to:

be responsible for dealing with all documents that come into the Practice, scanning, coding and forwarding to clinicians when appropriate

attend, participate in and contribute to staff meetings. Implementing action from the meetings as appropriate

identify and report problems and maintain appropriate records

report any operational problems with equipment

report any breakages or damage to the building or its contents

comply with all computer systems for data security and protection, reporting any IT problems to the Practice Manager or Deputy

Checking Practice email for messages received and action as necessary

safe keeping of medical records and documents, scanning or filing notes manually or electronically as required

Other administration duties as required

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, to 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

Reporting potential risks identified.

have regard for yourself and others

be responsible for cleanliness and tidiness in your own work area and other parts of the building, paying particular attention to the Staff Room and waiting area. You are responsible with other members of staff for the cleanliness of the building

contribute to ensuring premises safety and security

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 be accountable 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

Participate in audit where appropriate.

The duties of the post remain under constant review; any changes will be fully discussed with the post holder prior to their implementation.

Person Specification

Qualifications

Essential

• No formal qualification

Desirable

• Document Manager qualification
• or Medical terminology qualification

Experience

Essential

• Admin experience

Desirable

• Experience working as a document manager
• Or experience of working in a GP practice using the EMIS clinical system

Knowledge and skills

Essential

• Good communication skills
• Need to be able to work in a team
• Need to be able to cover for colleagues when necessary

Desirable

• Good IT skills

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

Audlem Medical Practice

Address

16 Cheshire Street

Audlem

Crewe

CW3 0AH

Employer's website

https://www.audlemmedicalpractice.nhs.uk/ (Opens in a new tab)