An opportunity has arisen at Staffa Health to join the Patient Administration Team. We are looking for a hard working, enthusiastic person to join the team to work 34 hours per week.
The main responsibilities of the post holder will be to provide efficient administration and clerical service, supporting the practice with patient and practice related administration, document and correspondence management, workflow of patient recalls and reports.
PLEASE NOTE IF APPLICANTS ARE PATIENTS AT THE PRACTICE, THEY WILL BE REQUIRED TO REGISTER ELSEWHERE IF SUCCESSFUL IN THEIR APPLICATION.
Main duties of the job
Manage and monitor the practices generic email inbox, ensuring enquiries are dealt with appropriately or passed to the correct team. Run patient recall processes in line with practice protocols e.g. long term condition reviews, medication monitoring. Issue recalls via SMS, letter or email and maintain accurate records of contact and responses, escalating non-responders according to Practice policy.
Respond to patient enquiries and appointment bookings in a timely manner.
Support Quality and Outcomes Framework (QOF) and Local and National Enhanced Services activity through accurate coding, searches and recall support, assist with QOF data entry and administrative tasks.
Support vaccination call and recall activity by preparing and send vaccination and immunisation invites. Respond to patient enquires and bookings and maintain accurate invitation records.
Process requests for medical records, including subject access requests and third party requests
Verify identity and consent, track requests, and ensure responses are completed within required timescales
Keep records and logs of patient requests and contacts. Produce patient and practice reports as required. Scan, upload and accurately code incoming clinical correspondence and documents onto the clinical system.
Work collaboratively with clinicians and the wider administrative team to support smooth practice operations. Provide cover for other members of the administration/secretarial team during periods of sickness and leave as needed.
About us
We are a large, supportive, friendly and innovative practice, with a focus on the highest quality of care for our patients. We are rated as an outstanding practice by the CareQuality Commission
Situated in a semi-rural community, close to the Peak District we have 17,200 patients, we provide services over 3 sites and utilise the clinical system SystmOne. We are a training practice for Trainee GPs, medical students and student nurses. We are a pro-active and innovative practice and this role provides a great opportunity for you to make a difference through the support you provide to the team.
Job responsibilities
Manage and monitor the practices generic email inbox, ensuring enquiries are resolved, dealt with appropriately or passed to the correct team.
Run patient recall processes in line with practice protocols (e.g. long term condition reviews, medication monitoring). Issue recalls via SMS, letter or email and maintain accurate records of contact and responses, escalating non-responders according to Practice policy.
Respond to routine patient enquiries and appointment bookings in a timely and professional manner.
Support Quality and Outcomes Framework (QOF) and Local and National Enhanced Services activity through accurate coding, searches and recall support, assist with QOF related data entry and administrative tasks.
Support vaccination call and recall activity by preparing and sending vaccination and immunisation invites. Respond to patient enquires and bookings and maintain accurate invitation records.
Process requests for medical records, including subject access requests and third party requests
Verify identity and consent, track requests, and ensure responses are completed within required timescales
Keep records and logs of patient requests and contacts. Produce patient and practice reports as required.
Scan, upload and accurately code incoming clinical correspondence and documents onto the clinical system.
Process letters, reports, messages and emails in a timely manner.
Work collaboratively with clinicians and the wider administrative team to support smooth practice operations.
Adhere to practice policies, procedures and data protection requirements.
Provide cover for other members of the administration/secretarial team during periods of sickness and annual leave as needed.
Person Specification
Qualifications
* English and maths GCSE at level C or above or the equivalent
* NVQ in business or administration or equivalent.
* IT certificates in Microsoft office packages.
* Clinical coding certificate.
* Medical terminology training certificate.
* Evidence of other further training and personal development undertaken.
Knowledge and Skills
* Understanding of Primary Care.
* Understanding of medical terminology.
* Understanding of statutory requirements for general practice.
* Understanding of equal opportunity and diversity issues.
* Understanding of information governance.
* Highly-developed word processing/data collection/ data input/IT.
* Excellent organisational ability.
* Ability to implement systems and processes and get things done.
* Ability to establish data bases.
* Able to analyse data and information, drawing out points for discussion.
* Excellent interpersonal, verbal and written communication skills.
* Time management and ability to prioritise workload.
* Ability to work independently and resourcefully.
* Excellent attention to detail and accuracy in recording information.
* Able to establish and maintain effective communication pathways within the organisation and with external stakeholders.
* Self motivation.
* Flexible approach to work.
* Clinical software skills.
* Advanced IT skills.
* Trained typist.
* Proven record of effective use of networking and influencing skills.
* Experience of presenting information to wider audience.
Experience
* Work in a Primary Care organisation.
* Office and administration work.
* Customer care or work with patients in a healthcare environment.
* Working in a team.
* Working with Windows and Microsoft Office.
* Familiar with all functions of the clinical system and their application
* Administration / data quality / coding / summarising work in a Primary Care organisation.
* Familiar with national and local quality standards for primary care.
* Work in an IT environment.
* Training others in practical IT skills.
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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