Administration Assistants form part of a multi-disciplinary team within primary care and provide a support role carrying out administrative tasks helping to free up GPs time and contribute to the smooth running of appointments, improving patients experience in the surgery.
This role will provide administrative support to the South Hambleton and Ryedale Primary Care Network (SHaR PCN).
Main Duties of the Job
1. Identifying where other outstanding actions are and arranging with the patient.
2. Assisting with PCN admin for new starters e.g. synch smartcard, arranging access to clinical systems including ICE, GP Teamnet etc.
3. Maintain the SHaR PCN System One hub including adding and adjusting appointment ledgers for PCN services.
4. Daily checking of open tasks on the SHaR PCN System One hub and actioning as appropriate.
About Us
SHaR PCN is a group of seven doctor surgeries and medical centres that work closely together as part of a network. It employs health professionals including clinical pharmacists, occupational therapists, first contact physiotherapists, paramedics, urgent care practitioners, health and wellbeing coaches, first contact mental health practitioners, specialist care coordinators (e.g., dementia and frailty) and social prescribing link workers. Working as part of multi-disciplinary teams, these clinical and non-clinical health professionals provide tailored care for patients allowing GPs to focus more on patients with complex needs.
Job Responsibilities
1. Providing a reception service at Easingwold Health Centre for our patients attending the urgent care service.
2. Providing administrative support to the Urgent Care Service.
3. Planning the monthly staffing rotas for the Urgent Care Service, covering planned absence, and communicating this to both the team and the practices.
4. Responding to unplanned absences accordingly to reduce list sizes, rearranging appointments and/or finding cover if possible.
5. Designing and implementing new processes for the Urgent Care Service and hub working as and when required, and keeping SOPs up to date as processes change.
6. Working closely with Urgent Care Practitioners daily to manage on the day capacity.
7. Supporting Urgent Care Team members with IT issues.
8. Collating patient feedback and activity data for the Urgent Care Service reporting suite.
9. Coordinating Urgent Care Service Team meetings, including scheduling and minute taking.
10. Ordering and maintaining new equipment for the Urgent Care Service, as well as consumables, keeping stock topped up at both hub locations.
11. Checking and maintaining emergency equipment at the Easingwold Health Centre.
12. Welcoming patients as they arrive for face-to-face appointments, keeping the clinicians informed.
13. Onboarding new staff, including coordinating local induction and training for hub working.
14. Providing administrative support to the CGA service.
15. Maintaining a working waiting list of patients to be invited to the CGA clinic, processing referrals from practices.
16. Telephone patients to invite them to attend the CGA clinic, explaining the service to the patient and coordinating pre-clinic assessments, help with transport where needed and OT home visit.
17. Writing and sending correspondence regarding the clinic to patients.
18. Liaising with the wider CGA team to ensure patient letters and care plans are completed and sending these to the patient following their clinic attendance.
19. Collating patient feedback following their CGA appointment.
20. Coordinating CGA Team meetings, including scheduling and minute taking.
21. Other ad hoc PCN administrative duties to support the cascade of information and smooth operation of PCN services.
Other Responsibilities
1. Work with the GPs and other primary care professionals within the PCN to identify and manage a caseload of patients, and where required and as appropriate, refer people back to other health professionals within the PCN.
2. Raise awareness within the PCN of shared decision-making and decision support tools.
3. Maintain the security of sensitive personal and other confidential information and apply all relevant Information Governance policies reliably to working practice.
4. Participate in an annual individual performance review.
5. Track and record evidence of their experience against the national competency framework.
6. Inform their line manager of any concerns regarding their role and request professional development as needed.
7. Be aware of your own professional boundaries and what to do when they are reached.
Person Specification
Qualifications
* GCSE grade A to C in English and Maths.
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.
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