Job responsibilities
Adminstration Assistant
An enhanced administrative role encompassing
all the core components of a practice administrator that has expanded to
include managerial and operational responsibility for a range of supplementary
tasks outside of the accepted administrative remit.
Admin core
responsibities
Electronic letters
processing and forwarding to
doctors (PCN pharmacists where possible)
Tasks
managing all miscellaneous,
admin, referrals discharge notices, online requests from patients such as
amending their access rights
Processing Incoming diabetes
referrals and booking appts
Accepted referrals
Ended referrals
Electronic Correspondence
Actioning directives from PCN
pharmacists
Links
processing all links -
amendments, deductions, registration confirmations, contacting patients who
have been deducted for no apparent reason, contacting patients who have been given P69
classification
Appointment messaging
creating message templates
updating messaging templates in
Sys 1 and also on patient facing side of Systm 1
Managing letters folders
monitoring and disposing of letters more than 3 months old
contacting patients who have
not collected their letter
Notice boards
keeping messaging up to date on
notice boards in waiting room and behind reception
Managing stationery stocks
Creating procedures to improve daily
operations such as :
banking
record
registration log
inward referral forms
templates in Docs folder on
shared drive
Insurance claims
creating invoices, managing payments
and sending reports out by special delivery to Insurance companies
Patient Record request fulfillment
logging all requests
for patients records from claims companies, exporting the record from
Sys 1 and sending out by post/email
Managing Street exemption scheme for car users
communicating with Hounslow
Street Schemes for new car registrations
Managing patient issues with their online access
Ordering free PPE -
monitoring apron, glove and
mask stocks and ordering online as needed
PCSE
ordering record bags
requesting labels for patients
who are no longer with the surgery
new registration form pads
prescription forms
communicating with them over
rejected registrations
Managing registrations
specifically monitoring
patients that dont get fully registered and following up with PCSE
filing of forms
Door signage
creating and updating where necessary
Managing of Reception
Providing leadership and guidance for all reception staff
including:
Overseeing reception activity and systems
Resolving Systm 1access
issues for staff
Call board
solving connection issues
communicating with Envisage to
give remote access
Soundreef
connecting to speaker issues
logging in to music
managing the Soundreef account
Scanning -
dealing with all scanning
issues (regular basis)
Deductions
overseeing 2 staff, who now do
this between, them answering all their queries over individual patients,
locating notes and documenting
Supporting all staff with their online logins to and
use of services :
Patches
E learning
Accurx
Card machine
managing all aspects of the
operation and connection issues
ordering refill rolls
Pc hardware connection issues
evaluating problems and restoring function
managing printer properties on
all printers - selection of trays, etc;
Training staff on all practice processes including
tasks
letter management
receipts process
filing of registration forms
patient registration log
filing
Installation of new software within the practice -
Econsult, Push doctor, Accurx, Patchs, Erica Study