Administrator - Radyr Medical Centre

Job description

Job responsibilities

JOB RESPONSIBILITIES

The duties and responsibilities outlined below are indicative only and are intended to give a range of the type of duties that will be allocated. These may change in light of development within the practice and service demands and are subject to review from time to time.

Management of appointment system

• Maintain working knowledge of the appointment system i.e. times of all clinics, duration of appointments, knowledge of computer system, doctors rotas and procedures for booking routine and urgent appointments.

• Book appointments accurately and appropriately, initialling data entries.

• Monitor daily available appointments and report any overload to supervisor as appropriate. Ensure sufficient appointments are blocked off for urgent and triage appointments.

Management of medical records and administration

• Ensure medical records are kept accurately in alphabetical order, in easily retrievable fashion and kept tidy.

• Retrieve and re-file records as required by team/clinical/admin staff.

• Carry out scanning of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient record.

• Archive all scanned records as per practice policy

• To ensure that information is accurately entered onto the computer and that all activities are carried out in the best interest of the practice and its patients

• At all times to recognise the need for confidentiality when dealing with the medical records of our patients. In addition you will abide by all requirements of GDPR as it shall relate to the Practice and the patients of the practice

• Ensure efficient storage of scanned letters for confidential destruction.

Secretarial duties

• Use the Audio Typing software and Audio Speech Exec to process dictated letters from Clinician Staff.

• To be responsible for sending patient referral via WCCG and liaising with secondary care as necessary

• To maintain filing and administrative systems so that written or computer information is easily accessible and secure.

• To ensure all copies of letters sent and any other documentation is filed appropriately and electronically in patient records.

• To ensure smooth and clear communication with all colleagues and patients when dealing with queries and tasks.

• To receive incoming and initiate outgoing emails, tasks & telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

• To work with the secretarial team to ensure the efficient flow of work within the department and good cover and handover.

• To provide sickness/holiday cover for the secretarial team as appropriate in liaison with the Practice Manager.

Supporting the registration and deductions process

• To process new patient registrations, temporary residents and immediately necessary forms

• To ensure when patients notes arrive from Shared Service Partnership that they are organised and put in order

• GP links Process any amendments to patient records that come via Shared Services Partnership

• To ensure accurate computer entry of records for change of addresses

• List deductions and additions

• To process FP69s in accordance with practice policy

• GP2GP transfers

Administrative and clerical duties

• Have a thorough knowledge of all practice procedures

• Work in accordance of written protocols

• Processing and distributing the mail, ensuring it is dealt with efficiently and forwarded to the correct person

• Computer data entry / data allocation; processing and recording information in accordance with practice procedures

• Scan post onto electronic medical records on a daily basis

• Enter read coded information onto clinical database

• Fax and photocopy as requested

• File back records after session when required

Information technology and audit duties

• Maintain working knowledge of computer clinical system, reporting any problems to Practice Manager / Assistant Practice Manager

• Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills.

Telephony

• Have working knowledge of telephone system, during and out of hours

• Handle telephone enquiries for appointments

• Operate the switchboard efficiently, ensuring all calls are diverted appropriately

• Accept, accurately record and distribute messages for doctors, nurses and other member of staff

• Enter request for home visits onto computer system and where necessary refer to doctor

• Contact patient regarding results of tests and other relevant issues in accordance with practice guidelines.

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols

• 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

• Actively reporting of health and safety hazards and infection hazards immediately when recognised

• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

• Undertaking periodic infection control training (minimum annually)

• 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

• Recognize 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

Person Specification

Qualifications

Essential

• A good standard of education with 3 GCSEs or equivalent
• RSA typing qualifications or recognised typing qualifications to RSA stage 2 stanfdards.
• Computer literacy, IT Qualifications, ECDL or equivalent
• Excellent communications and administration skills
• Experience of IT Packages
• Familiar with Microsoft Office, e-mail and database

Desirable

• NVQ Level 2 in Administration or Customer Service or equivalent

Experience

Essential

• Broad based experience of working in a secretarial post
• Dealing with public
• Dealing with anxious patients and patients with challenging behaviours
• First initial contact for patient care and support
• Organising and dealing with payments
• Microsoft Office package

Desirable

• Previous NHS / Healthcare Experience
• Knowledge of Medical Terminology

Knowledge and skills

Essential

• Enthusiastic and self motivated
• Compassionate open minded, treat colleagues, patients, carers and relatives with dignity and respect
• Intuitive and caring nature
• To be able to demonstrate an awareness and responsibility whilst recognising the impact frequent exposure to distressing circumstances has on care and compassion.
• Flexible and adaptable to meet the needs of the practice and the patients
• Sympathetic and considerate towards patients, carers and relatives
• Act in ways that support equality and diversity
• Team player
• Good organisational skills
• Working on own initiative
• Flexibility to provide cover during period of sickness and leave

Desirable

• Welsh Speaking

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

GP Practice in Wales

Address

Radyr Medical Centre

Rectory Close

Radyr

Cardiff

CF15 8EW

Employer's website

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