General Practice Administration Assistant

Job description

Job responsibilities

The General Practice Administration Assistant will be supported by the Executive Operations Manager. The General Practice Administration Assistant is responsible for providing structured, cross organisational support to different teams:

Administration Team

Core responsibilities:

• EMIS document workflow
• Temporary patient registration workflow management via the Portal
• New patient registration workflow
• Detailed coded records
• Proxy access
• Child Health and immunisation workflow
• Distribution of unmatched lab reports
• Mammogram coding
• Baby blood spots
• Diabetic eye screening workflow
• Opening & distributing post
• Any other duties as required to maintain optimum workflow within the administration team.

Medical Secretary Team

Core responsibilities:

• Audio Typing using Lexicom Transcribe
• E-referrals and advice & guidance letters
• EMIS task workflow
• Docman task workflow
• NHS mail workflow
• Telephone queries with external health providers
• Minute taking
• Any other duties as required to maintain optimum workflow within the medical secretarial team.

eConsult Team

Core responsibilities:

• Using Sentiers, a Care navigation system tailored to this practice, to triage appointment requests ensuring appointments are allocated in order of clinical priority
• Saving those requests into patient health records (EMIS)
• Submitting eConsult requests for those patients who require our assistance to do so
• Allocating appointments and advising patients via various methods of digital media
• Community healthcare referrals
• Sending self-help links and wellbeing information to patients
• Identifying the need for prior nursing appointments, ensuring clinicians have all the information required
• Co-ordinating translation services
• Directing administration enquiries
• Forwarding nursing appointment requests
• Rebooking Clinical Appointments due to unscheduled absences
• Any other duties as required to maintain optimum workflow within the eConsult team.

Patient Assistant Team

Core responsibilities:

• Meeting, greeting and signposting patients
• Assisting patients with queries including temporary registrations, changes of personal details, proxy and DCR access, medication queries, samples, requests for private work, letter collections
• Opening and closing of the practice, following internal protocols
• Updating patient records with non-clinical information using EMIS, Docman and AccuRx
• Assisting patients with the NHS App and the eConsult appointment system
• Offering chaperone assistance
• Booking nurse appointments
• Cancelling & re-booking appointments
• Calmly and empathetically addressing patient frustrations to prevent escalation and formal complaints
• Any other duties as required to maintain optimum workflow within the Patient Assistant team.

Information Governance

Core responsibilities:

• Managing SARS requests and sending letters to patients
• Managing patient consent and sending letters to patients
• Logging information requests in a manual folder and within a master spreadsheet
• Using the IGPR electronic platform for records requests
• Sourcing patient paper records from both surgeries
• Photocopying paper records for SARS requests
• Any other duties as required to maintain optimum workflow relating to information governance and requests for patient information.

Person Specification

Special Requirements

Essential

• 1) Post holders will need to be highly organised, with an ability to manage multiple duties within our various practice administration teams.
• 2) Weekly work shift patterns will be provided, however, the post holder must be flexible in their approach as these may change, depending on daily staffing levels.
• 3) Post holders will be required to cover short-term and long-term absence such as sickness, annual leave, maternity/paternity leave. A high level of flexibility and commitment to supporting all teams is essential.
• 4) A minimum of 24 hours per week is required, with an understanding that additional hours may be required on occasion.
• 5) Due to the wide scope of the role, responsibilities will change as knowledge and comprehension develops. Postholders are expected to develop their skills and understanding, with the long-term goal of fulfilling all responsibilities within each of the areas mentioned below.

Practice Expectations

Essential

• 1) Ensuring high levels of attention to detail and accuracy with regards to the completion of all necessary documentation associated with the role
• 2) Maintaining effective liaison with other staff and/or agencies concerned with patient care, and with all other disciplines within the practice, with appropriate regard to confidentiality
• 3) Working co-operatively within teams and respecting the skills, expertise and contributions of your colleagues
• 4) Respecting leadership and management direction at all levels
• 5) Communicating effectively with all members of Downend Health Group, patients and external agencies.
• 6) Collecting data, preparing reports and undertaking research as required
• 7) Efficiently use IT platforms to support your role
• 8) Ensuring the rules of GDPR, Caldicott, Freedom of Information Act and those issued by the NHS and CCG are understood and fully implemented
• 9) Supporting in the planning and co-ordination of practice targets including work streams such as Quality and Outcomes Framework (QOF); Enhanced Services; Care Quality Commission (CQC) etc;
• 10) Demonstrating a personal and professional commitment to equality and diversity
• 11) Ensuring skills and knowledge remain up to date by taking part in appropriate learning activities that maintain and develop your competence and performance

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

Downend Health Group

Address

The Willow Surgery

Hill House Road, Downend

Bristol

BS16 5FJ

Employer's website

https://www.downendhealthgroup.com (Opens in a new tab)