Invicta Health has an exciting opportunity for a General Administrator to join the team on a full time basis at Birchington Medical Centre.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As anAdministrator, you will provide an important role in supporting the practiceteam with the day to day running of the practice by undertaking a variety of generaland clinical administration duties. You will act as the first point of contactfor patients contacting the practice, and work effectively to receive, assist,and direct them in accessing the appropriate healthcare professional or servicein a courteous manner ensuring confidentiality. You will provide a welcoming,friendly, and positive image to patients and visitors either in person, viaemail or via the telephone, portraying the practice in the highest possibleprofessional basis.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
* Learning and Development opportunities
* Progression opportunities
* Competitive annual leave entitlement
* Incremental pay progression
* Approved blue light card provider
* Salary Sacrifice Schemes
* Company Car Lease Scheme
* Employee Assistance Programme
Job responsibilities
Main Responsibilities
ClinicalCoding
Analyse patient records,extracting and accurately recording all relevant clinical information.
Accurately code information,following coding protocol and using industry recognised codes.
Examine records anddocumentation for missing information and ensure correct coding.
Collaborate with clinicalcolleagues and other healthcare professionals to ensure informationaccuracy.
Ensure the practice complieswith clinical coding guidelines and protocols.
Use DOCMAN to enter QOFdata, ensuring correct SNOMED clinical codes are used
Carry out administrativetasks relating to patient records, including filing, and documentmanagement.
Prescriptions
Process repeat medicationrequests, dealing with any query scripts including adding, altering andprinting throughout the day.
Process Acute prescriptionswith support from the GP and Pharmacists as and when required.
Expedite urgentprescriptions to help ensure a safe and responsive service for ourPatients.
Develop and maintain aneffective process to manage any prescription backlogs that may occur,escalating any issues.
Liaise with patients, GPs,health professionals and local Pharmacies regarding queries and requestsensuring timely and correct resolution.
Answering incoming telephonecalls from chemists and patients, ensuring calls are documented and redirectedaccordingly during allocated time.
Keep up to date withmedication protocols and ensure repeat medication is issued in line with theseprotocols.
Actively monitor QOFmedication reviews and requirements for patients and process accordingly.
Raise any concerns includingmisuse of drugs to the GP and follow up as necessary.
Distribute any safety alertsthat come through to the relevant recipient in a timely manner.
Registrations
Process registrations both regular andtemporary as required, using the EMIS system and ensuring complete information,appropriate ID and correct coding.
Update patients personal details andpreferences including change of name, address, next of kin and consent.
Ensure all GP2GP transfers are recordedcorrectly with all necessary information from patient files extracted and addedto EMIS accurately and in a timely manner.
Process FP69s, sending occupier letterswhere necessary.
Process deductions on a weekly basis,ensuring relevant information is gathered, processed, and sent to Primary CareSupport England (PCSE) in a timely manner
Advice and guidance
Respond to and/or redirect all general enquiries, explaining procedureswhere necessary and processing paperwork where required.
Action EMIS tasks and DOCMAN workflow in a timely manner.
Communication
Answer incoming telephonecalls in a timely and professional manner, ensuring calls are documented andactioned and/or redirected as appropriate.
Communicate with GPs, Nurses, and the Clinical Team as necessaryincluding passing information across to processed, chasing documentation,results, and appointment information.
Communicate in writing (letters and electronically) and verbally with awide range of providers and users of services, including patients; carers;voluntary; social; primary and secondary care providers.
Liaising with GP/Clinicians, forwarding prescription queries.
Monitor the prescriptions and registrations email accounts and actionany requests needed, raising any urgent enquiries to your line manager whererelevant
Document information received from patients orthird-party agencies, accurately on EMIS. For example, urgent blood resultsfrom path labs, patients home blood pressure readings and any urgent referraladvise provided to them.
Undertake manual and electronic filing and retrieving of paperworkensuring up-to-date maintenance of both computerised and manual filing systems(i.e. patient notes).
Computer data entry/data allocation and collation; processing andrecording information in accordance with practice procedures.
Equipment and stock control
Efficient filling of sample pots, testing kits, appointment cards,registration paperwork and other necessary aids.
Clearing and re-stocking stationery items in work areas as requiredensuring low stock levels are reported to the relevant leads and ensuring aclear desk policy.
Safely accept and record receipt of any vaccine/medication deliveries,ensuring safe storage of items and informing relevant departments.
Pack specimens ready for collection by the local hospital.
Opening and locking up of practice premises (where needed) andmaintaining security in accordance with practice protocols at all times.
Keep up to date with any newguidance and changes within the team.
Supporting in the training of newteam members.
Complete any special dutiesas outlined by your line manager.
Person Specification
* Able to communicate effectively and collaboratively across varied disciplines.
* Able to work in a well-organised and professional manner, maintaining concentration and accuracy
* Able to manage conflicting priorities
* Possess an aptitude for dealing with potentially difficult or demanding situations.
* Good telephone manner
Qualifications
* Good level of education including competent levels of numeracy and literacy
Experience
* Understand the importance of maintaining patient and data confidentiality.
* Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
* Experience of setting up and maintaining effective administrative filling systems
* Experience of work involving regular and accurate data inputting
* Knowledge of office management systems and procedures
* Experience of working with Microsoft packages including, word, excel and power point
* Experience of working with EMIS, DOCMAN & Accurx.
* Previous administration experience within a medical environment
* Knowledge and understanding of the National Health Service
Personal Attributes
* Willingness to learn and adapt to change
* Highly customer focused
* Understanding and approachable
* Strives for excellence.
* Honest and fair.
* Leads by example.
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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