We are looking for an enthusiastic and professional Administration Assistant to work as part of Compass Medical Practice team providing administrative andtelephony support services for patients who have been excluded from mainstreamGP Practices. The role involves working closely with the Practice Manager toensure all areas of the service are implemented each day.
Compass Medical Practice provides a remote reception service therefore the main patient contact is via the phone, email or E-Consult.
Many of the Compass Medical Practicepatients experience a wide range of challenges and many face multipledisadvantages. Personal resilience and a trauma informed approach are essentialin this role.
Hours: Part time, 24hours per week. to include 18:30pm finish
Compass Medical Practice is open from 08.00 18.30 Monday to Friday(excluding Bank Holidays).
Rate of Pay: £12.45per hour
Main duties of the job
The role involves arange of tasks including answering the phone, arranging appointments, handlingpatient data e.g. redacting information, processing Subject Access Requests,maintaining accurate notes on the computerised Patient Administration System EMIS,liaising with a range of health care professions across different locations inthe North of England, booking patient facing venues, and supporting the CompassMedical Practice clinicians.
About us
The ethos of FCMS as a social enterprise, health andwellbeing services provider is to be passionate in its drive to ensure thatpatients and callers remain the central focus of all that it does. Coupled withexcellent and well-established clinical governance systems and extremelyeffective operational expertise, it has meant that the company has the abilityto strategically visualise, develop, and implement award winning services.
Over many years we have invested in our staff so that we havea core team of highly trained individuals who can manage the needs of ourpatients and callers. Our staff are able to significantly improve the servicedelivery and user experience due to their considerable experience andcommitment to what they do.
Job responsibilities
The post holder will:
Call handing which includes calls with patients,professionals and external organisations, utilising the patient telephonescripts to manage own wellbeing and to support appropriate patient boundaries
Complete QoF information as part of the call handlingprocess
Complete an E-Consult triage with all patients presentingwith a clinical need
Use EMIS to book patient appointments, record information,complete patient related tasks and update patient records utilising EMIStemplates when applicable
Referrals to secondary care services via ERS or paper(dependent upon locality)
Add any referral updates to the referral diary
Follow practice processes for all relevant areas of work
Liaise with a range of health care professionals bothinternal and external
Record information on IT systems, spreadsheets and paperrecords where needed
Undertake a wide range of admin duties including printing,photocopying, scanning, processing information and requests
Undertake clinic preparation to support the face-to-faceappointments
Undertake patient registrations and deductions in EMIS, toinclude GP2GP, for services within the Complex Lives Business Unit
Inputting data onto the computer systems, setting upcomputer diaries
Contribute to data collection for patient 6-monthly reviews
Maintain a clean and confidential workplace
Adhere to policies and procedures of the company and keep upto date with any changes
Work with the management team to update patient riskassessments e.g. raising any safety concerns, and supporting with any updatesfor urgent appointments
Under guidance from the service coordinator, coordinateappointments, arrange venues and liaise with the Patient Liaison Officers
Complete mandatory training
To comply with all Health & Safety processes includingsigning in and out of Newfield House and signing in and out other locations asper the relevant organisational policies and procedures
Attend the daily huddle (when on duty)
Comments, compliments, complaints and Subject AccessRequests
Log any Subject Access Requests, SAR, on the spreadsheet inthe Y Drive and follow the SAR process through to completion. Add all new SARrequests and updates to the next working day huddle
Log any complaints on the spreadsheet in the Y Drive andcomplete the start of the template in EMIS
Log requests for management call-backs in the EMISappointment diary
Educational
The post holder is required to:
follow safe working practices and to comply at all timeswith local Safety Policies and Procedures
ensure confidentiality on all matters relating to patientsand information obtained during the course of employment and not to releasesuch information to anyone other than those acting in an official capacity asinstructed
maintain good relationships with other members of the staffteam across all disciplines
contribute to the identification of own training needs andparticipate in relevant in-service training
attend staff meetings and training as required
attend and contribute to appraisal meetings
Confidentiality
In the course of your duties, you may have access toconfidential information about patients, staff or health service business. Onno account must such information be divulged to anyone who is not authorised toreceive it. Confidentiality of information must be preserved at all timeswhether at or away from work. FCMS has in place a Whistle-blowers Policy forstaff wishing to express concerns. Where possible, ensure all patientidentifiable information is electronic and secure.
Data Protection Act, 1998
Carry out any requirements within the duties applicable tothe Data Protection Act, 1998
Health And Safety at Work Act, 1974
Observe all responsibilities and carry out all duties,whether general to all employees or specific to the post, relating to Healthand Safety in accordance with the Practice and Departmental Safety Policies andany statutory requirements.
Clinical & Corporate Governance/Quality Assurance
All employees are expected to comply with the clinical andcorporate governance arrangements of FCMS. Every employee is personallyresponsible for the quality of the work, and standard of care, which theyindividually provide. It is their duty to seek to attain the highest standardsachievable both individually and collectively within their knowledge, skillsand resources available to them.
If you have other work or outside interests, this must notconflict with your duties and responsibilities of your attendance for work asan employee of FCMS.
Working Time Directive
You are required to comply with the regulations governingworking time and to any locally agreed associated arrangements.
All staff are entitled to a paid 20-minute break, per sixhours worked. For shifts in excess of six hours, a 30-minute, unpaid break,must be taken.
Harassment And Bullying
The Complex Lives Business Unit condemns all forms ofharassment and bullying and is actively seeking to promote a workplace whereemployees are treated with dignity, respect and without bias.
In all the foregoing text any reference to one genderwhether direct or implied equally includes the opposite gender unlessspecifically stated to be otherwise.
No Smoking Policy
FCMS has a no smoking policy
Disability Confident Employer- As users of thedisability confident scheme, we guarantee to interview all disabled applicantswho meet the minimum criteria for the vacancy
This post is subject to the Rehabilitation of Offenders Act(Exemption Order) 1975 and as such it will be necessary for a submission forDisclosure to be made to the Disclosure and Barring Service (formerly known asCRB) to check for any previous criminal convictions. This will require threeforms of valid ID to be produced and verified. The onboarding process is alsosubject to an Occupational Health check, suitable professional references andeligibility to work in the UK (with the requirement to provide relevantdocumentation as evidence).
The organisation is committed to safeguarding andpromoting the welfare of children, young people and vulnerable adults andexpects all staff to share this commitment. You will be expected to fulfil yourmandatory safeguarding training at the level applicable to this role.
This Job Description will be periodically reviewed in lightof developing work requirements. The management team may also ask for otherduties to be carried out to the benefit of the organisation.
We reserve the right to close this vacancy early if wereceive sufficient applications for the role. Therefore, if you are interested,please submit your application as early as possible.
Person Specification
Other
* Belief in our corporate values
* Fun
* Awesome
* Humble
* Brave
* Go-getting
* Oomph
* Resilience
* Enthusiastic and positive
* Approachable
* Team Player
* Always aims for excellence
* Ability to work calmly
* Flexibility there is a request to work at least one late night a week until 18.30.
Qualifications
* GCSE/O Level English and Maths
* EDCL or equivalent
* NVQ in business administration or equivalent
Experience
* Experience of working with customers and / or patients with complex needs.
* Experience of working as an administrator in a health care setting.
* Working knowledge of EMIS IT system.
* Mental health awareness.
* Experience of working with people with behavioural challenges.
Knowledge & Skills
* Excellent interpersonal skills including verbal and written communication.
* Non-judgemental attitude.
* Ability to remain calm under pressure.
* Excellent IT skills IT is an integral part of the role and will form part of the interview process.
* Excellent organisational skills
* Ability to think laterally, seeking opportunities for improvement.
* Competent, reliable and conscientious person who can work on their own initiative and has the ability to observe confidentiality.
* Flexibility of working hours to support annual leave, sickness and the needs of the business.
* Knowledge of EMIS clinical system.
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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