Job responsibilities
MAIN ROLE AND PURPOSE OF THE POST
This role is
within the Clinical Admin Team, who support all aspects of patient care across
the company. The Admin Assistant is a
developmental role. They will be
expected to develop the skills necessary to work in all aspects of the admin
team.
Provide admin support to all clinical
areas of the company.
Be a first point of contact for
patients.
Assist patients to access the services
that they need.
SPECIFIC
RESPONSIBILITIES
The
responsibilities described below are those of the clinical admin team.
Access
Answer the telephone as a priority and
respond to the caller in an appropriate manner.
Man the reception desk. Book appointment, signpost to other services
and support patients care.
Data Flow
Action all incoming data received through electronic
transfer, e-mail and post. Ensure that
it is coded and reviewed by an appropriate clinician.
Action outgoing data through electronic transfer,
e-mail, sms message or post.
Clinical Support
Action tasks from the clinical team.
Administer the recall system for patients with long
term conditions.
Monitor the uptake of all screening programmes and
manage additional recalls as required.
Apply clinical coding to patient records as
appropriate.
Update the Open Exeter system.
Monitor the childhood immunisation status of all
children and liaise with the Child Health Department as necessary.
Maintain waiting lists of patients for specialist
clinics and ensure that they are given appropriate appointments.
Outgoing Information
Ensure that referrals are processed in
accordance with national timelines and liaise with the referral management
centre as necessary.
Audio type patient referrals and submit
them through the E-Referral system.
Deal with any referral queries from
clinicians and patients.
Assist patients where necessary to make outpatient
appointments.
Action requests for medical reports
including liaising with patients to confirm consent is obtained and finance to
confirm payment is received.
Action Subject Access Requests in line
with GDPR legislation.
Patient records
Action applications for registrations ensuring that
patients provide all necessary information and are made aware of consent to
share information and on-line access to records.
Action the transfer of patient records,
electronically and in hardcopy.
Summarise hardcopy records to ensure the electronic
record is complete.
Ensure that SystmOne is reconciled to PCSE through GP
Links.
Return hardcopy records to PCSE for patients who are
no longer registered.
GENERAL RESPONSIBILITIES
Confidentiality
You shall comply with the General Data Protection Regulations when
processing personal data for patients and staff.
You must be aware of the Caldicott Principles as they affect your
work. You can address any questions in
relation to this to your line manager.
Any data breaches should be reported immediately to the Data Protection
Officer.
All enquiries
from the media must be referred to a Director.
Health and Safety
All employees have a
statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as
soon as they are identified.
All
staff must contribute to the management of risk. This requires them to assess the risk in all
situations, take of appropriate actions to mitigate any risks identified and
report all hazards, incidents and near misses.
All building occupied by staff are
non-smoking environments. No-one may
smoke or vape in the building. Staff who
smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this
Job Description represents an outline of the post only and is therefore not a
precise catalogue of duties and responsibilities. It is intended to be flexible and subject to
amendment in the light of changing circumstances and following consultation
with the post holder.