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This role works between the three teams of Data Quality, Medical Secretaries and Reception to ensure that all teams are appropriately backfilled. Within Data Quality it will be the post holders responsibility to ensure that correspondence received about patients is correctly added to the patient record and coded within EMIS (Mayfield Surgeries patient administration system) working strictly in accordance with summarising and read code protocols.Within the Medical Secretary role, the main responsibility of the post-holder will be to provide a secretarial service to the clinicians and patients of Mayfield Surgery. To have a thorough knowledge of all Practice procedures and work in accordance with protocols and standard operational procedures at all times.
Within the reception team the post holder is responsible for dealing with matters concerning the non-medical care of patients on the premises. In addition in ensuring that the patients medical record is updated within EMIS (Mayfield Surgeries patient administration system) working strictly in accordance with practice policy and procedure.
Main duties of the job
The general administrator role supports the data quality team, the reception team and the medical secretarial team in the day to day running of the practice. The role will be managing the medical records and appointments of patients. The assistance to patients and the resolution of any queries or concerns. Queries can be about referrals, appointments or correspondence and the general administrator will work within the three teams undertaking tasks as required.
Mayfield Surgery is a large, friendly, team focussed general practice serving the communities of Longton in Stoke-on-Trent. The practice has a diverse patient list of approximately 10,000 and is now a teaching and research practice.
Mayfield delivers services to patients with a multi-disciplinary team of clinicians which includes:
- 4 GP Partners
- 3 Salaried GPs
- 2 Advanced Nurse Practitioners
- 2 Practice Nurses
- 2 Health Care Assistants
Our non-clinical team is led by a Business Manager and Operations Manager and is supported by the following teams:
- Data Quality
- Nurse Admin
- Medical Secretaries
WHAT WE ARE LOOKING FOR
Experience in General Practice
Experience in working with an NHS Admin function.
Main Duties/Key Tasks:
- Data Quality Duties
- Daily tasks - Receiving post/correspondence; date stamping and distribution/receipt
- EDI management
- Dealing with all other forms of electronic correspondence and its distribution either manually or via a designated workflow / Docman10
Scanning/attaching of letters and relevant correspondence into patients notes.
Reviewing medical records and producing an accurate summary of the patients medical history.
Code the information into the Practice clinical system in the relevant terminology
Auditing data collection standards in the Practice
Monitoring progress of notes summarising against Practice targets
Filing and retrieving paperwork
Extraction of necessary data from clinical correspondence and input into Electronic Patient Record.
Summarisation of patients notes in a timely manner against Practice targets
Troubleshoot information in the clinical database
Report faults to software supplier and track progress
Ensure accurate report output
Interrogate data for audit purposes
Support and guide members of staff in the use of the computer system
Ensure security of data at all times
- Ensure smartcard is present when using the EMIS system to ensure relevant information is captured
2. Reception Duties
Greeting, assisting and directing patients in a professional manner
Making appointments (confirming by AccuRx/text messaging; phone; appointment card)
Accepting, issuing and handing out prescriptions, letters, completed forms, specimen bottles, etc.
Dealing with requests for information, and with problems and complaints and advising patients of practice procedures
Registering new patients
To answer the telephone promptly
Workload to be undertaken on a rotational basis with reception colleagues and by instruction of the senior medical receptionist
Booking appointments via the computerised appointment/s system
Obtain the correct patients name/DOB/address before proceeding with any actions required
Updating patient demographics/details on the computer
Dealing with internet registrations for patients, actioning requests and changes
To use all new electronic applications i.e. Patient Access, ICE, GP2GP, eGPR, EPS2, S2S, AccuRx, MJOG, CPCS, Teams etc.
Input and amendments to the clinical rota/sessions to the EMIS system.
3. Telephone Duties
Making appointments with Mayfield Clinicians as directed by the triaging Doctor, Senior Receptionist or Operations Manager and to ensure the usage of Federation; PCN and pharmacy service appointments are additionally availed
Dealing with requests for home visits and recording them to the clinical system for our triage ANP
Dealing with problems from patients and other agencies
Telephoning hospitals for test results and to make appointments
Ordering ambulances, both routine and emergency
Taking messages and recording them in an appropriate manner in line with practice protocol.
Issuing of repeat prescriptions received from various steams of input e.g. electronically; postal; email and for these to be actioned within 3 days of receipt into practice
Outstanding alerts for blood monitoring, or downloads of certain blood results from ICE to be actioned prior to the prescriptions being sent into the clinicians inbox for their action/sign off
Ensure outstanding alerts for other chronic disease management are addressed according to agreed practice protocols
To liaise with clinicians appropriately on prescription queries from patients e.g. requests for dosage or supply changes
Encourage patients, that are able, in the use of patient access to submit prescriptions and for nominated pharmacies
- Medical Secretarial
- Review all EMIS tasks sent to the Medical Secretaries and action in order of priority.
- Complete two week wait referrals as soon as possible. Ensure that any blood results or other information which is required is sent with the referral. If information is missing arrange for patient to be booked for blood test / request height and weight from the patient.
- Complete all other referrals which the GPs have sent either as forms or dictations. Ensure that the correct service is chosen in the Referrals System. Send other local referrals by email, requesting a delivery note.
- Process death notifications following the checklist. Action coroners reports and correspondence. Liaise with Funeral Directors as required.
- Check the generic email account at least three times per day (before 9.30am, lunchtime and after 3.30pm) and action all messages (saving information to docman, forwarding emails to other team members, replying as appropriate and responding to requests for information from healthcare colleagues).
- Undertake routine tasks sent by clinical members of the team.
- Support receptionists in managing queries from patients regarding referrals.
- Send Advice and Guidance requests on behalf of the GPs and ensure responses are saved to Docman. Send suggested referrals as agreed.
- Monitor and action worklists within the Electronic Referrals System.
- Frank the post and take to post office at the end of every day.
- Liaise with reception staff and Business Manager regarding letters which incur a charge to ensure that payment is made before letters are typed.
- Provide support and advice to trainee GPs, locums and regular GPs regarding referral pathways. Keep up to date with changes.
- If time permits, undertake eConsults.