General Administrator

Mayfield Surgery

Information:

This job is now closed

Job summary

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.

About us

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:

- Reception

- Data Quality

- Nurse Admin

- Medical Secretaries

Date posted

30 May 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A4409-23-0004

Job locations

Mayfield Surgery

54 Trentham Road

Stoke-on-trent

ST3 4DW


Job description

Job responsibilities

WHAT WE ARE LOOKING FOR

Experience in General Practice

Experience in working with an NHS Admin function.

Main Duties/Key Tasks:

  1. 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.

4. Prescriptions

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

  1. 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.

Job description

Job responsibilities

WHAT WE ARE LOOKING FOR

Experience in General Practice

Experience in working with an NHS Admin function.

Main Duties/Key Tasks:

  1. 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.

4. Prescriptions

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

  1. 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.

Person Specification

Experience

Essential

  • Experience of working within a Customer Service Environment
  • Good IT skills and ability to learn new systems

Desirable

  • Experience in General Practice
  • Experience in working with an NHS Admin function.
Person Specification

Experience

Essential

  • Experience of working within a Customer Service Environment
  • Good IT skills and ability to learn new systems

Desirable

  • Experience in General Practice
  • Experience in working with an NHS Admin function.

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

Mayfield Surgery

Address

Mayfield Surgery

54 Trentham Road

Stoke-on-trent

ST3 4DW


Employer's website

https://www.mayfieldsurgery.nhs.uk (Opens in a new tab)

Employer details

Employer name

Mayfield Surgery

Address

Mayfield Surgery

54 Trentham Road

Stoke-on-trent

ST3 4DW


Employer's website

https://www.mayfieldsurgery.nhs.uk (Opens in a new tab)

For questions about the job, contact:

Operations Manager

Alexine Cusick

Alexine.Cusick@stoke.nhs.uk

01782793064

Date posted

30 May 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A4409-23-0004

Job locations

Mayfield Surgery

54 Trentham Road

Stoke-on-trent

ST3 4DW


Supporting documents

Privacy notice

Mayfield Surgery's privacy notice (opens in a new tab)