Job responsibilities
Job title: General
Practice Assistant
Reports to: Catherine
Peck, Operations Manager, Crown House Surgery.
Job purpose:
Responsible to the Operations
Manager to provide general assistance to the practice team.
Assist Operations Manager with
updating social media, website, staff rotas and appointments.
To
Electronically process incoming patient correspondence & input relevant
clinical data from
patients hospital and other clinical correspondence into the practice clinical
computer system, working strictly in accordance with practice procedures.
To support the GPs to ensure the
efficient provision of medical services and clinics by performing more routine
administrative and clinical duties.
Special Considerations:
The ability to communicate effectively with all members of the
Practice Team
To work towards the business objectives
To be professional, confidential, empathetic, approachable and
reliable
To be flexible in terms of time to meet the needs of the role
To understand the need to maintain confidentiality and data
security, at all times.
Knowledge, Skills and Experience:
Excellent communication and interpersonal skills
Excellent IT skills, including experience of working with a
clinical system.
Good analytical, organisational, motivational and problem-solving
skills
Ability to multi-task and work accurately under pressure.
Main Responsibilities:
Updating the practices social media
page and practice website with relevant information and answering patient
online queries.
Planning staff rotas for administration
teams including allocation of overtime.
Adding GP & clinical staff
appointments on SystmOne including extended access clinic, ensuring there are
minimum of 12 weeks of appointment availability
Managing & approving staff and GP
annual leave inline with the annual leave policy and updating relevant rotas,
ensuring there is sufficient clinical cover
Administration of Pathology Links.
Minuting of all meetings held at the
practice and distributed in a timely manner.
Undertake general nurse administrative
tasks including but not exhaustive to downloading 24hr ECG & BP readings to
be sent to the clinician, infection control administration, maintaining
calibration logs and sending off medical equipment.
Completing basic (non-opinion) forms in
addition to some core elements of forms for the GP to approve and sign such as
insurance forms, mortgage applications, Department for Work and Pension
benefits forms and other as appropriate.
Opening of external and internal mail in
electronic and paper format ensuring clearly marked with date received.
Scan paper mail and attaching to patient
records and work-flowed to clinicians or filed according to practice
procedures.
Action electronic mail attaching to
patient medical records and work-flowed to clinicians or filed according to
practice procedures.
Identifying relevant clinical
information documented in patient correspondence, coding appropriately in
patient records, completing any detailed actions and forwarding documents on to
other teams where required.
Ensure
all diagnoses/clinical information/results are read-coded correctly
following strict practice policy and guidelines
Ensure
good quality of data recorded is maintained.
Make recommendations to the Data Quality
& IT Lead of any communications that maybe considered appropriate to be
directly filed.
Highlight problems & escalate any
issues to the Data Quality & IT Lead in relation to communication workflow
processes.
Open
and distribute the morning daily post
Ensure
any changes/information is logged in the diary for job share colleagues
Login
to generic surgery e-mail account twice daily, retrieving/distributing any
relevant e-mails
Identify & report problems with scanner or
Gateway PC to the Data Quality & IT Lead as necessary.
Plan and block time for staff and clinicians to
attend any meetings or training sessions.
Highlight
areas for improvement/inaccuracies to the Operations Manager.
Undertake any other additional duties appropriate to the post as
requested by the Partners, or Management Team.
Support all clinical staff with general tasks as requested
Assist
& support the Business Manager & Operations Manager where necessary.
Other Duties and Responsibilities:
Attend meetings as requested
Uphold confidentiality at all times
Follow security procedures
Following Health and Safety procedures
Adhere to infection control procedures
Carry out any other duties relevant to the role
Promote a positive attitude
Be flexible in terms of meeting the needs of the business
Communications and Working Relationships:
Recognise the importance of effective communication with the team
and strive to:
Communicate effectively with all members of the Practice Team
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication
and respond accordingly
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 the Job Description,
the post-holder will 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 and 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 and Safety:
The post-holder will assist in promoting and maintaining their own
and others health, safety and security as defined in the Practice Health and
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
Equality and Diversity:
The post-holder will support the equality, diversity rights of
patients, carers and colleagues to include:
Acting in a way that recognises 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:
Manage own time effectively, plan and meet personal and practice
targets. Ensure own personal development
through reflection and feedback from partners and colleagues. Through performance management process ensure
that personal continuing training needs are identified and met
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
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
