Job summary
Are you ready to embark on an exciting journey in the world
of healthcare? As a Clinical P.A., you'll be at the core of our practice, connecting
patients with the care they need and supporting our dedicated team of
healthcare professionals.
Imagine being the communication hub that links our practice
with the wider healthcare community. With your exceptional skills, you'll
manage correspondence and maintain patient records with precision and
confidentiality.
You'll be part of a dynamic team that values your
contributions and supports your professional growth. If you're passionate about
healthcare, thrive in a fast-paced environment, and have a knack for
organisation, we want you to join us!
Key
responsibilities include:
Handling
correspondence, including typing letters and entering data via templates, and managing emails.
Liaising with
patients, healthcare professionals, and external agencies.
Maintaining patient
records and ensuring accurate coding.
Assisting with the
preparation of medical reports and documents.
Supporting the
practice with administrative tasks to ensure efficient workflow.
Main duties of the job
Provide PA support
to our team of GPs.
Manage workflow
(electronic, paper, and email) ensuring accurate coding and actions in
accordance with agreed protocols.
Liaise with
secondary care and other external agencies.
Raise patient
referrals on behalf of our GPs and urgent care team.
Manage Subject
Access Requests and medical reports.
About us
We
pride ourselves on providing a supportive atmosphere where every team member is
valued and empowered to make a difference. Our team is a diverse group of
dedicated professionals who are passionate about delivering exceptional care
and service to our patients and community.
Our
practice is a place where ideas are shared freely, and innovation is
encouraged. We celebrate successes together and support each other through
challenges, creating a sense of belonging and camaraderie. We believe in continuous
learning, and mutual support. Each member brings unique skills and
perspectives, contributing to a rich and dynamic work environment.
Our
work ethic is professionalism, integrity, and a commitment to excellence. We
strive to exceed expectations and deliver the highest standard of care. Our
team is proactive, adaptable, and always ready to go the extra mile to ensure
the best outcomes for our patients.
We
are committed to your growth and offer opportunities for training, mentorship,
and career advancement.
We
understand the importance of work life balance.You'll be part of a team
that values your contributions and supports your well-being.
We
embrace technology and innovation to enhance our services and reduce
administrative burdens.
Be
part of a team that makes a tangible difference in the lives of our patients
and the wider community.
Job description
Job responsibilities
To provide high level,
confidential clinical support services to Patients, Clinicians, Partners, and
Senior Management team. This role is varied and will have a wide scope;
adaptability and flexibility are key.
Main Responsibilities
Choose and Book
software where required make referrals to secondary care system. Code all referrals into the patients
clinical record.
Check
referral status on ERS and manage and code rejected referrals as needed. Manage Advice and Guidance in ERS.
Process Total Triage request in line with protocol
Take calls
from patients/hospitals etc with queries concerning hospital appointments and
referrals.
Open post
daily, scan onto computer, check, date stamp and distribute to the appropriate
person.
Complete clinical system tasks, document
management and manage user accounts if locked or passwords need updating
Reject secondary care requests in line
with practice responsibility policies
Liaise with Senior Clinical P.A. on non-routine tasks and referral needs
as required.
Manage the
iGPR procedure for patients/companies requesting copies of records. Invoice companies and email records as
appropriate.
Requests for
GP reports from insurance companies arriving in the post need to be logged,
checked for patient consent, given to the correct GP and on return copied,
scanned onto patient record, invoiced and posted on receipt of payment. If necessary, a copy is provided for the
patient concerned.
Fostering and adopting reports
Frank mail
and take to the post office daily at around 3pm.
Type up any
other letters/posters, etc as required by the Practice.
Managing Docman
workflows and incoming post to ensure that correspondence is either actioned or
forwarded to correct clinician. Alerting
the Safeguarding team of any concerns or urgent actions needed.
Coding
medical records with clinical coding diagnoses
Create
invoices for businesses/patients for private services and for reimbursements.
Monitor
practice email accounts and action or distribute emails as necessary
Create and
amend document templates and import them into EMIS
Provide PA
support to GPs in the clinical team including advice and guidance
Using digital solutions to communicate via text and email
Document Management filing in EMIS
Firearms
applications, food back vouchers and maternity forms.
Monitor Lab
reports and buddy group system. Accessing
results and reports via Case Notes
Provide I.T.
support to the clinical team
General
Be responsible for maintaining Health
and Safety standards within the business, in line with the Health and Safety
policy
To ensure ongoing compliance with CQC
essential standards
To ensure compliance with all GDPR and
data security policies
Adhere to all business protocols and
SOPs
To comply with the Practice HR policies
Always ensure effective and professional
communications
Always ensure a high standard of
personal presentation
To take an active part in the
performance review system
Complete relevant (mandatory) training
and ensure agreed deadlines are met
Attend internal and external meetings as
required
To support sustainability practices and
recognise the shared responsibility of carrying out duties in a resource
efficient way
Demonstrate due regard for safeguarding
and promoting the welfare of children and adults.
Job description
Job responsibilities
To provide high level,
confidential clinical support services to Patients, Clinicians, Partners, and
Senior Management team. This role is varied and will have a wide scope;
adaptability and flexibility are key.
Main Responsibilities
Choose and Book
software where required make referrals to secondary care system. Code all referrals into the patients
clinical record.
Check
referral status on ERS and manage and code rejected referrals as needed. Manage Advice and Guidance in ERS.
Process Total Triage request in line with protocol
Take calls
from patients/hospitals etc with queries concerning hospital appointments and
referrals.
Open post
daily, scan onto computer, check, date stamp and distribute to the appropriate
person.
Complete clinical system tasks, document
management and manage user accounts if locked or passwords need updating
Reject secondary care requests in line
with practice responsibility policies
Liaise with Senior Clinical P.A. on non-routine tasks and referral needs
as required.
Manage the
iGPR procedure for patients/companies requesting copies of records. Invoice companies and email records as
appropriate.
Requests for
GP reports from insurance companies arriving in the post need to be logged,
checked for patient consent, given to the correct GP and on return copied,
scanned onto patient record, invoiced and posted on receipt of payment. If necessary, a copy is provided for the
patient concerned.
Fostering and adopting reports
Frank mail
and take to the post office daily at around 3pm.
Type up any
other letters/posters, etc as required by the Practice.
Managing Docman
workflows and incoming post to ensure that correspondence is either actioned or
forwarded to correct clinician. Alerting
the Safeguarding team of any concerns or urgent actions needed.
Coding
medical records with clinical coding diagnoses
Create
invoices for businesses/patients for private services and for reimbursements.
Monitor
practice email accounts and action or distribute emails as necessary
Create and
amend document templates and import them into EMIS
Provide PA
support to GPs in the clinical team including advice and guidance
Using digital solutions to communicate via text and email
Document Management filing in EMIS
Firearms
applications, food back vouchers and maternity forms.
Monitor Lab
reports and buddy group system. Accessing
results and reports via Case Notes
Provide I.T.
support to the clinical team
General
Be responsible for maintaining Health
and Safety standards within the business, in line with the Health and Safety
policy
To ensure ongoing compliance with CQC
essential standards
To ensure compliance with all GDPR and
data security policies
Adhere to all business protocols and
SOPs
To comply with the Practice HR policies
Always ensure effective and professional
communications
Always ensure a high standard of
personal presentation
To take an active part in the
performance review system
Complete relevant (mandatory) training
and ensure agreed deadlines are met
Attend internal and external meetings as
required
To support sustainability practices and
recognise the shared responsibility of carrying out duties in a resource
efficient way
Demonstrate due regard for safeguarding
and promoting the welfare of children and adults.
Person Specification
Personal Attributes
Essential
- A team player with a positive outlook and strong work ethic
- The ability to use own initiative and know when to seek advice
- Acts with professional integrity always
- Committed to high standards of quality and seeks to improve systems and processes
- Ability to work under pressure to tight deadlines
- Ability to develop and maintain strong, effective and professional working relationships
- Flexibility in working hours when necessary
- Flexible and receptive to change
- Treats other people fairly and respectfully
Skills
Essential
- High standards of accuracy and attention to detail
- Excellent written and verbal communication skills
- Extensive IT skills, competent in Outlook, Word and Excel
- Strong organisational skills with a systematic approach to problem solving
- Excellent time management with the ability to prioritise, plan and ensure objectives are met
- Ability to multi-task within a demanding environment
- Good interpersonal skills with a confident and professional telephone manner
- Effective problem-solving techniques
- Excellent customer service skills
Qualifications
Essential
- GCSE minimum grade C in English and Maths
Desirable
- Level 2 in Customer Service
- Level 3 Business Administration
Experience
Essential
- Experience of working in a busy office with a strong customer service ethos
- Ability to work effectively within and between teams to achieve common objectives
- Experience of using systems for data entry
- Experience of providing administration support
Desirable
- Experience of working in a healthcare environment
- Experience of EMIS Web, Docman and AccuRX
Person Specification
Personal Attributes
Essential
- A team player with a positive outlook and strong work ethic
- The ability to use own initiative and know when to seek advice
- Acts with professional integrity always
- Committed to high standards of quality and seeks to improve systems and processes
- Ability to work under pressure to tight deadlines
- Ability to develop and maintain strong, effective and professional working relationships
- Flexibility in working hours when necessary
- Flexible and receptive to change
- Treats other people fairly and respectfully
Skills
Essential
- High standards of accuracy and attention to detail
- Excellent written and verbal communication skills
- Extensive IT skills, competent in Outlook, Word and Excel
- Strong organisational skills with a systematic approach to problem solving
- Excellent time management with the ability to prioritise, plan and ensure objectives are met
- Ability to multi-task within a demanding environment
- Good interpersonal skills with a confident and professional telephone manner
- Effective problem-solving techniques
- Excellent customer service skills
Qualifications
Essential
- GCSE minimum grade C in English and Maths
Desirable
- Level 2 in Customer Service
- Level 3 Business Administration
Experience
Essential
- Experience of working in a busy office with a strong customer service ethos
- Ability to work effectively within and between teams to achieve common objectives
- Experience of using systems for data entry
- Experience of providing administration support
Desirable
- Experience of working in a healthcare environment
- Experience of EMIS Web, Docman and AccuRX
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.