Job responsibilities
The following are the core responsibilities of a Personal Assistant. There may be occasions when there is a requirement to carry out other tasks; this will be dependent on factors such as workload, staffing levels and direction of the Team Lead/Manager:
- Supporting nominated Doctors, and Health Professionals, dealing with administrative queries and tasks on their behalf
- To assist the practice management team with clerical and administrative duties
- Liaise with wider system, outside agencies and secondary care to make hospital appointments, bookings and admissions as requested, and sending of patient documentation such as profiles
- To establish, and maintain, filing and administrative systems so that written or computer information is easily accessible and secure
- To receive incoming, and initiate outgoing telephone calls, in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
- To maintain the computer clinic system in an accurate and secure manner
- To process incoming and outgoing mail, including franking of post and maintaining a pending system
- To monitor the practice enquiries and letters email inboxes
- To scan and assign incoming documents to the relevant patient record
- Readcoding of all assigned documents, following the appropriate processes and protocols
- Ensure optimisation processes are followed, to relieve the clinical team of receiving inappropriate documents
- File patient records and correspondence in patient medical records, as necessary
- To monitor and process the PA workflow/tasks inbox
- To ensure unmatched pathology results are assigned
- To provide cover for members of the PA team during periods of sickness and annual leave
- To assist with the gathering of statistics and information when required
- Apply practice policies, standards and guidance and amend if requested
- Any other responsibilities that your line manager feels necessary to the role of a PA.
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data