Administration Assistant

Job description

Job responsibilities

The duties and responsibilities to be undertaken by members of the Administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Administrational Operations Manager, dependent on current and evolving practice workload and staffing levels:

Process tasks and workflows within internal software and update external systems where appropriate.

Support other administrative colleagues to ensure consistent level of clerical excellence and support across all administration roles.

Attend & contribute to group training sessions & meetings.

Develop and maintain good working relationships with all members of the BMG team.

Deliver work to agreed targets for working practices for various roles within admin and report any Issues relating to targets not being met to the appropriate line manager.

Provide chaperone duties for patients as required.

Liaise with service providers such as District Nurses, Practice Nurses, Health Visitors, Midwifes, and other service providers and forward information for action to appropriate clinician.

Clinically code patient information using the Snomed Clinical Coding system to ensure consistent and auditable information is stored in patient records.

Deliver timely and efficient processing of communications received to the team by checking the admin NHS.Net Email accounts & other methods of electronic communication on a daily basis and dealing with correspondence appropriately.

Ensuring as far as possible the completeness of clinical information in patient records by identifying missing information in new patient records and taking action to obtain it from the previous practice.

Book patients into relevant appointments and maintain waiting lists for specialist clinics

Deal with any queries from clinicians and patients.

Provide Admin support in specified clinics e.g. Covid or flu clinics

Work within GDPR legislation.

Ensure all mandatory training is completed as required.

Scan received paper correspondence to patient record and workflow for action to the appropriate clinician/team within agreed timescales.

The completion of medical/insurance reports including requesting payments from outside agencies.

To arrange the booking of Medicals, e.g. Driving Medicals and arrange for the completion/submission of relevant paperwork.

Process new patient registrations, deductions, deaths, change of addresses, gender reassignment and adoption procedures, temporary patient management and management of physical and digital records (not exhaustive list).

Provide secretarial support to the clinicians, referral letters dictated by clinicians to be audio typed using the practice software. All referrals including forms completed by clinicians to be processed in accordance with national guidelines using external systems where appropriate.

Support efficient and effective recall processes through running regular searches under designated recall lists to include all chronic disease areas, screening & immunisations to ensure patients are invited for appropriate appointments acting according to protocol for non-attendance at the appointments.

Keep recall lists up to date, following protocols as appropriate and according to the rules of Quality and Outcomes Framework and enhanced services, or any other frameworks in place at the time.

Raise any queries with Line Manager

Any other duties deemed necessary by an Admin Manager

Patient telephone line duties:

Where appropriate: Workstation/headsets to be kept clean, tidy and in good state of repair.

Telephone calls must be answered swiftly and processed efficiently and courteously.

Book appointments for patients that present elsewhere in the practice, reschedule appointments as required to ensure patient compliance with recall.

Report any problems with phone/IT systems to Admin Team Manager

OTHER DUTIES

The responsibilities set out in this document may change from time to time through discussion with the post holder. In addition the post holder might, at the discretion of the Senior Leadership Team, be required to take on other tasks in the wider interest of Bay Medical Group.

Person Specification

Experience

Essential

• Experience of working to deadlines.
• Experience of working as part of a team to achieve outcomes.

Desirable

• Previous office Experience.
• Experience of Microsoft Office 365 Software (Word/ Outlook/ Excel etc).
• Knowledge of medical terminology.
• Experience of working in general practice or hospitals in administrative or patient facing role.
• Use of Snomed codes.
• Knowledge of data coding and input procedures.

Characteristics

Essential

• Focussed on delivering a quality service.
• Team player.
• Must be physically able to carry out all tasks necessary (see job description).
• Reliable and flexible to cover absences.
• Presentable and tidy appearance.

Qualifications

Essential

• Good level of education.
• Must be prepared to attend training courses as required.

Desirable

• GCSE English and Maths.

Skills and Abilities

Essential

• Proficient keyboard skills.
• Coping under pressure in a busy environment.
• Able to demonstrate understanding of confidentiality.
• Confident working with people over the telephone.
• Able to work effectively and efficiently with accuracy.
• Excellent verbal and written communication skills.
• Demonstrate motivation, reliability, and ability to work using own initiative or as part of a team.
• Attention to detail and able to work as part of a team is essential.

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

Bay Medical Group

Address

Heysham Primary Care Centre

Middleton Way

Heysham

Morecambe

Lancashire

LA32LE

Employer's website

https://www.baymedicalgroup.co.uk/ (Opens in a new tab)