Job summary
Eastham Group Practice is looking to appointment an administration assistant to join our friendly practice team. The post holder will help deliver a variety of administration and reception services in order to support high standards of patient care. The post holder will offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. They will receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective manner.
Main duties of the job
- To assist medical personnel in the care of practice patients
- To ensure administrative and clerical duties within the practice are carried out within the practice guidelines and policies
- To ensure day to day activities of the practice are carried out accordingly
- To present a calm and friendly image to patients
- To keep medical records in good order, filing up to date, record messages accurately and efficiently, and assist other members of staff
- To project a positive, friendly image to patients and other visitors, either in person or via the telephone
About us
Eastham Group Practice is a dynamic practice providing health and care to 11,400 residents of Bromborough, Eastham & surrounding areas.
We are a hardworking, efficient and innovative Practice that is always striving to improve the care that we offer. We are a part of 'Healthier South Wirral'; a fantastic PCN which is working to deliver innovative, efficient and effective ways of working to meet the needs of the local patient demographic.
Eastham Group Practice has 8 GP Partners, 2 Advanced Clinical Practitioners, a Mental Health Practitioner, 2 Practice Nurses and 3 Health Care Assistants. The practice has a compliment of Administrative, Secretarial and Managerial staff in order to provide an efficient and effective service to all our patients.
Through our PCN our team also includes Wellbeing Practitioners Prescribers, Health Coaches, Clinical Pharmacists, Trainee Mental Health Practitioners, Care Coordinators and a Learning Disability Nurse.
We are a training practice with Registrars, Foundation Drs, Medical Students and Student Nurses.
Job description
Job responsibilities
- Rotate amongst the admin team providing help and support to your colleagues where needed
- Scanning and filing of hospital letters according to practice protocol using appropriate systems which include EMIS Web & Docman
- Process and re-direct electronic results in accordance to practice protocol
- Monitor, oversee and process incoming correspondence from the Practice email accounts according to nature of email.
- Process incoming electronic documents such as out of hours consultations, discharge letters etc. according to practice protocol
- Retrieve and re-file patient records as required using Dataspace and following practice protocol, ensuring records are kept in good repair
- Ensure correspondence, third part consultations, reports, results are entered/scanned into patient notes promptly and in the correct records , ensuring that all correspondence is available when patients are seen
- Via Docman and EMIS Web action patient tasks that are generated by other members of the practice team, ensuring the medical records are kept up to date and be able to track and give feedback to patients on the progress of such tasks
- Register new or returning patients onto the clinical system and add temporary and private patients in accordance with practice protocol
- Keep patient records up to date including amendments to addresses, out of areas patients, contact details, date of birth and household information
- Process incoming medical records from Primary Care Support England on EMIS Web
- Complete the process for deceased patients according to patient protocol, including removal from the clinical system
- Process incoming and outgoing medical reports and solicitors requests
- Summarise incoming patient records to ensure the most important clinical information is entered onto the clinical system
- Identify carers amongst the patient population and navigate them to sources of help and advice when needed. Be aware of local services that are available for carers and recognise what we can do as a practice to support them in their role
- In conjunction with the Practice Manager to maintain adequate attendance of training courses or communication with the computer systems supplier, to ensure that your own standards of capability are high
- Respond to the needs of the clinical staff during surgery as needed in-line with health and safety guidelines
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance team’s performance
- Work effectively with individuals in other agencies to meet patient needs
- Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Manager or Reception Manager
Job description
Job responsibilities
- Rotate amongst the admin team providing help and support to your colleagues where needed
- Scanning and filing of hospital letters according to practice protocol using appropriate systems which include EMIS Web & Docman
- Process and re-direct electronic results in accordance to practice protocol
- Monitor, oversee and process incoming correspondence from the Practice email accounts according to nature of email.
- Process incoming electronic documents such as out of hours consultations, discharge letters etc. according to practice protocol
- Retrieve and re-file patient records as required using Dataspace and following practice protocol, ensuring records are kept in good repair
- Ensure correspondence, third part consultations, reports, results are entered/scanned into patient notes promptly and in the correct records , ensuring that all correspondence is available when patients are seen
- Via Docman and EMIS Web action patient tasks that are generated by other members of the practice team, ensuring the medical records are kept up to date and be able to track and give feedback to patients on the progress of such tasks
- Register new or returning patients onto the clinical system and add temporary and private patients in accordance with practice protocol
- Keep patient records up to date including amendments to addresses, out of areas patients, contact details, date of birth and household information
- Process incoming medical records from Primary Care Support England on EMIS Web
- Complete the process for deceased patients according to patient protocol, including removal from the clinical system
- Process incoming and outgoing medical reports and solicitors requests
- Summarise incoming patient records to ensure the most important clinical information is entered onto the clinical system
- Identify carers amongst the patient population and navigate them to sources of help and advice when needed. Be aware of local services that are available for carers and recognise what we can do as a practice to support them in their role
- In conjunction with the Practice Manager to maintain adequate attendance of training courses or communication with the computer systems supplier, to ensure that your own standards of capability are high
- Respond to the needs of the clinical staff during surgery as needed in-line with health and safety guidelines
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance team’s performance
- Work effectively with individuals in other agencies to meet patient needs
- Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Manager or Reception Manager
Person Specification
Personal Qualities
Essential
- Polite and confident.
- Flexible and cooperative.
- Motivated and enthusiastic.
- Forward thinker.
- High level of integrity and loyalty.
- Sensitive and empathetic in difficult situations.
- Ability to work under pressure.
Experience
Essential
- Experience of administrative duties.
- Experience of working with the general public
Desirable
- Experience of working in a GP Practice.
- Experience of working in primary care.
Skills
Essential
- Excellent communication skills (written and oral).
- Strong IT skills.
- Effective time management.
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Problem solving and analytical skills.
- Ability to follow policy and procedure.
Desirable
- Working knowledge of EMIS Web & Docman
Qualifications
Essential
- Educated to GCSE level or above
Desirable
- GCSE Mathematics and English (Grade C or above)
Person Specification
Personal Qualities
Essential
- Polite and confident.
- Flexible and cooperative.
- Motivated and enthusiastic.
- Forward thinker.
- High level of integrity and loyalty.
- Sensitive and empathetic in difficult situations.
- Ability to work under pressure.
Experience
Essential
- Experience of administrative duties.
- Experience of working with the general public
Desirable
- Experience of working in a GP Practice.
- Experience of working in primary care.
Skills
Essential
- Excellent communication skills (written and oral).
- Strong IT skills.
- Effective time management.
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Problem solving and analytical skills.
- Ability to follow policy and procedure.
Desirable
- Working knowledge of EMIS Web & Docman
Qualifications
Essential
- Educated to GCSE level or above
Desirable
- GCSE Mathematics and English (Grade C or above)
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.
