Job responsibilities
REPORTS TO: PRACTICE MANAGER
HOURS: 15 HOURS/WEEK OVER 3 DAYS
Job Summary:
The person appointed will join the Secretarial/Administration Team responsible for providing clerical support services to the General Practitioners (GPs) and Practice Manager. Duties will include recording and inputting patient/clinical information using the Practice computer system, processing patient referrals and applications for private medical reports, as well as dealing with patient enquiries over the telephone. The post will involve working across multiple IT Systems including but not limited to EMIS (Practice Clinical System), Docman, eRS (The NHS referral system), AccuRX, Klinik, Microsoft Office, iGPR and Practice Emails.
Skills and Knowledge:
The person appointed should possess a good telephone manner and have tactful inter-personal skills. The post holder should be a proficient typist and have a good working knowledge of office computer software and computer equipment and be IT literate. Familiarity with the GP Clinical computer systems is desirable. Ability to respond to emails efficiently is essential. Excellent organisation skills.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice Secretarial/Administration team may include any or all of the items in the following lists. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels:
Support to GPs and Practice Manager:
- Provide clerical assistance to the GPs and Practice Manager, including word/data processing, filing, photocopying and scanning.
- Process patient referrals for secondary services using standard referral forms, and or letters prepared by doctors.
- Prioritise urgent cancer referrals required under 14 days referral rules.
- Process patient referrals using the E-referral System software.
- Deal with enquires from patients regarding the progress of referrals and follow up urgent referrals as necessary.
- Deal with applications for private medical reports, including life assurance, accident and sickness claims, disabled badges, collaborative fees and criminal injuries claims.
- Deal with requests for access to medical records and reports in accordance with the relevant legislation and ensuring that appropriate consent to access has been obtained from the patients for third party access.
- Keeping a record on the clinical system of all private work in progress and payments received using a template.
- Arranging private medical examinations with the GPs as and when appropriate; e.g. HGV medicals.
- Keeping copies of medical reports scanned onto patients computer records.
- Referring to the Practice Manager for advice on any requests for reports that are not routine.
Practice Administration: - Processing and scanning letters and documents containing patient/clinical information onto the Practice clinical system and distributing to the relevant GP/staff member for action, as required.
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- Filing and retrieving paperwork.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning.
- Undertake such duties as may be required from time to time to support the day to day functioning of the general office.
- Secretarial/Administration duties for our ENT clinic.
- Actioning emails competently with clearly communicated responses.
- Action/triage Klinik enquiries received within 24 hours.
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.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Skills / Knowledge Required:
Familiar with the GP clinical software desirable
Able to use Microsoft Word essential
Able to use office equipment, including fax machine, shredder
Professional telephone manner
Knowledge of provisions of the Data Protection Act, and Access to Medical Reports Act
Ability to action emails professionally
Ability to work under pressure, independently and as part of a team
Ability to use own initiative