Back Office Administrator

Job description

Job responsibilities

Job Summary:

To provide excellent patient care by accurately processing incoming documentation and work flowing documents to the relevant clinicians within a timely manner whilst following clear procedures.

Summarise all new patient records within 4 weeks of arrival, ensuring patient safety by updating clinical information.

Key Responsibilities and Duties:

Support GPs and other clinicians by reducing their documentation workload and maintaining accurate, concise medical records:

Date stamp and scan all incoming paper documentation

Code and workflow all paper documents within 48 hours

Code and workflow all Electronic Discharges (EDTs) within 48 hours

Review and update all new patient records within 4 weeks

Inform outside agencies of any non-registered patients

Action all urgent documents accordingly

Store all paper notes/letters as directed in the SHCP protocols

Dispose of scanned documents as directed in the SHCP protocols

Follow SHCP document management protocol at all times

Update Supervisor of issues which may affect service

Report IT issues in the absence of the Supervisor

Work with the team to action incoming work in date order

Communication:

The post-holder should recognise 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

Maintain effective working relationships

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 recognises 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, feeling priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Federation 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 skill and activities to others who are undertaking similar work

Training may need to be undertaken outside of normal practice hours, and off site.

Quality:

The post-holder will seek to maintain and improve quality in all elements of the Back Office Hub, alerting the Supervisor to issues of quality and risk and will:

Assess own performance and take accountability for own actions, either directly or under supervision.

Work effectively with individuals in other agencies

Effectively manage own time, workload and resources

Contribution to the implementation of services

The post-holder will:

Apply SHCP 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

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

Note:This is not intended to be an exhaustive list of responsibilities.

Person Specification

Qualifications

Essential

• 4 GCSEs (C and above) or equivalent

Desirable

• Relevant qualification; Administrative or Customer Service

Experience

Essential

• Twelve months previous office experience
• Data input experience
• Experience of working within the NHS or GP environment
• Experience of using EMIS Web and Docman 10 (or previous version)
• Experience of using EMIS Web and Docman 10 (or previous version)

Desirable

• Customer Care background

Knowledge and Skills

Essential

• Knowledge of Microsoft Office
• packages e.g. PowerPoint, Word, Excel and other IT skills acquired through training and practical experience
• Knowledge of EMIS Web and Docman 10 (or previous version)
• Knowledge of medical terminology
• Good verbal and written communication skills
• Good listening skills
• Accurate and efficient
• Ability to work with minimum supervision
• Ability to work within clear policy of confidentiality
• Disciplined to follow Federation procedures/protocols
• Excellent customer care skills
• Disciplined and organised, with the ability to work under pressure and manage own time
• Able to work as part of a team, co-operating to work together and willing to help and assist wherever possible and appropriate
• Able to collect and collate data

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.

Employer details

Employer name

Surrey Heath Community Provider Ltd

Address

1 Beech Road

Frimley Green

Camberley

Surrey

GU16 6QQ

Employer's website

https://www.surreyheathcommunityproviders.co.uk/ (Opens in a new tab)