Job summary
This
multi-skilled role requires wide ranging skills and competencies which are
essential to the safe and efficient running of core GP services. The various
elements of clinical administration involved support safe transfers of care in
and out of GP practices. General Practice Admin Assistants enable GP time to be
used as efficiently as possible, keep accurate, coded, patient records and
ensure that information flow to patients is timely and accurate.
Main duties of the job
The General Practice Admin
Assistant will work within a variety of roles, depending on their skills and
competencies, performing routine administrative duties and undertaking basic
clinical tasks on behalf of the clinical teams for our member practices. The
GPAA must ensure that they recognise and work within their scope of practice, according
to clinically signed off protocols, escalating any concerns to the Service Manager.
PLEASE NOTE: Interviews scheduled for 8th May 2024
About us
Innovations in Primary Care (IPC) are a federation of the GP Practices within the Coastal West Sussex, we are an innovative and ethical company providing high quality, integrated, patient-focused NHS services. We achieve this by harnessing the collective knowledge, skills, experience and energy of our clinicians and staff. If you believe in the importance and effectiveness of providing excellent care where patients need it and would like to apply to join us in this role, we would love to hear from you.
Job description
Job responsibilities
Duties and responsibilities
include but are not limited to one or more of the core undertakings noted
below:
Coding and maintaining patient records
-
Ensure
all letters are coded to meet the agreed daily targets
-
Ensure
all letters are completed or forwarded on to the relevant clinician
-
Maintain
up to date knowledge of relevant changes to coding practice
-
Work
through more complex coding needs
-
Summarise
new patient records from paper copy Lloyd George notes or GP2GP transfers as
required
-
Ensure
all queries raised are resolved promptly and effectively, or where appropriate
are referred to the Service Manager
Referral management and transfers of care
-
Process referrals accurately through the
referral booking process from receipt through to booking:
o Urgent
o Routine
o Advice
& Guidance
o Expediting
requests
-
Input all urgent and routine GP referrals onto
the e-Referral system (or by other means as required from time to time)
-
Ensure accurate recording of referrals for data
capture and reporting
-
Provide a point of contact for all GP practice
staff, other healthcare providers and patient queries regarding the status of
referrals
-
Conduct choice conversation with patients in
line with current local service provision
-
Identify referral issues and processing
efficiencies and problem solve as appropriate
-
Liaising with referrers regarding incomplete
letters and forms
-
Signpost patients to appropriate services within
South West Sussex and the surrounding areas
In hours cover telephone service
-
Provide an urgent telephone cover service for
practices during periods of closure and training
-
Safely
triage patient calls ensuring protocols are followed to identify emergency
situations
-
Effectively
sign-post patients to available services, including booking into IPC services
where appropriate
-
Provide
administrative support to ensure the effective delivery of clinics during in-hour
cover sessions
General admin / secretarial duties and patient centred communications
-
Handle sensitive patient data in
line with all relevant data protection and information governance legislation
-
Communicating with patients and stakeholders,
dealing with queries and problem solving over the telephone.
-
Communicating with patients in writing according
to patient needs and practice requirements
-
Using software as required to communicate with
patients, for example; sending SMS messaging to liaise with patients and enable
them to book appointments and notifying them of changes as appropriate
-
Completing basic forms and core elements of some
forms on behalf of the GP as appropriate
-
Following protocols to ensure timely completion
of duties whilst ensuring attention to detail.
-
Taking
responsibility to ensure IT systems and software skills are up to date and
enhance efficiency
Continuous Professional Development
-
Commitment to the 5 pillars of GP Assistants
(care, clinical, administration, communication, records)
-
Complete or committed to completing best
practice training relevant to this role, including for personalised care.
-
Mandatory training
-
Identify areas within the service that require
improvement and suggest solutions
Job description
Job responsibilities
Duties and responsibilities
include but are not limited to one or more of the core undertakings noted
below:
Coding and maintaining patient records
-
Ensure
all letters are coded to meet the agreed daily targets
-
Ensure
all letters are completed or forwarded on to the relevant clinician
-
Maintain
up to date knowledge of relevant changes to coding practice
-
Work
through more complex coding needs
-
Summarise
new patient records from paper copy Lloyd George notes or GP2GP transfers as
required
-
Ensure
all queries raised are resolved promptly and effectively, or where appropriate
are referred to the Service Manager
Referral management and transfers of care
-
Process referrals accurately through the
referral booking process from receipt through to booking:
o Urgent
o Routine
o Advice
& Guidance
o Expediting
requests
-
Input all urgent and routine GP referrals onto
the e-Referral system (or by other means as required from time to time)
-
Ensure accurate recording of referrals for data
capture and reporting
-
Provide a point of contact for all GP practice
staff, other healthcare providers and patient queries regarding the status of
referrals
-
Conduct choice conversation with patients in
line with current local service provision
-
Identify referral issues and processing
efficiencies and problem solve as appropriate
-
Liaising with referrers regarding incomplete
letters and forms
-
Signpost patients to appropriate services within
South West Sussex and the surrounding areas
In hours cover telephone service
-
Provide an urgent telephone cover service for
practices during periods of closure and training
-
Safely
triage patient calls ensuring protocols are followed to identify emergency
situations
-
Effectively
sign-post patients to available services, including booking into IPC services
where appropriate
-
Provide
administrative support to ensure the effective delivery of clinics during in-hour
cover sessions
General admin / secretarial duties and patient centred communications
-
Handle sensitive patient data in
line with all relevant data protection and information governance legislation
-
Communicating with patients and stakeholders,
dealing with queries and problem solving over the telephone.
-
Communicating with patients in writing according
to patient needs and practice requirements
-
Using software as required to communicate with
patients, for example; sending SMS messaging to liaise with patients and enable
them to book appointments and notifying them of changes as appropriate
-
Completing basic forms and core elements of some
forms on behalf of the GP as appropriate
-
Following protocols to ensure timely completion
of duties whilst ensuring attention to detail.
-
Taking
responsibility to ensure IT systems and software skills are up to date and
enhance efficiency
Continuous Professional Development
-
Commitment to the 5 pillars of GP Assistants
(care, clinical, administration, communication, records)
-
Complete or committed to completing best
practice training relevant to this role, including for personalised care.
-
Mandatory training
-
Identify areas within the service that require
improvement and suggest solutions
Person Specification
Experience
Essential
- Highly experienced in written and verbal communication with the ability to understand the needs of patients and stakeholders
- Ability to work effectively as part of a team, with good interpersonal skills
- IT literate with good typing skills and confident using a range of IT software and clinical systems
- Ability to manage a workload and prioritise tasks effectively
- Experience in roles that require a high degree of accuracy and attention to detail
- Understanding of GDPR compliance and the importance of maintaining confidentiality
- Ability to remain calm under pressure and take a pro-active to problem solving
Desirable
- Basic knowledge of medical terminations
- Experience of working in a health care environment
- Commitment to own personal development
- Experience of working within a GP Practice undertaking routine and complex clinical coding responsibilities
Person Specification
Experience
Essential
- Highly experienced in written and verbal communication with the ability to understand the needs of patients and stakeholders
- Ability to work effectively as part of a team, with good interpersonal skills
- IT literate with good typing skills and confident using a range of IT software and clinical systems
- Ability to manage a workload and prioritise tasks effectively
- Experience in roles that require a high degree of accuracy and attention to detail
- Understanding of GDPR compliance and the importance of maintaining confidentiality
- Ability to remain calm under pressure and take a pro-active to problem solving
Desirable
- Basic knowledge of medical terminations
- Experience of working in a health care environment
- Commitment to own personal development
- Experience of working within a GP Practice undertaking routine and complex clinical coding responsibilities
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.
