We are looking for a full time Administration Assistant to support the practice in deliveringa polite and professional service to our patient population. To support thepractice clinical team by undertaking a wide range of administrative duties andthe provision of administrative support to the whole multidisciplinary team.
Main duties of the job
Your administrativeduties will aim to reduce the time spent by GPs and the clinical team onmanaging correspondence. You willundertake coding with guidance, freeing up more clinical time in the process. Youmust be courteous, friendly, empathetic, accurate and organised.
You will provide administrative assistance to the practiceteam and project a positive and friendly image to patients and other visitors,either in person or via the telephone.
Full training will be provided.
About us
We have two surgery sites, Mill Road in Cambridge and CherryHinton High Street. We have car parking at both sites. You would be expected towork at both sites as required.
We are a friendly hard working surgery team with GPs, NursePractitioner, Nurses, HCAs, Receptionists and Administrators. We look afterapproximately 9,000 patients across the two surgeries.
Job responsibilities
JOBDESCRIPTION
JOB TITLE: AdministrationAssistant
REPORTS TO: Reception Lead and Practice Manager
Job Summary:
Weare looking for an enthusiastic team player to join our busy admin/receptionteam at our two sites, Mill Road Surgery and our branch at Cherry Hinton, HighStreet. To support the practice in delivering a polite and professional serviceto our patient population and to support the practice clinical team byundertaking a wide range of administrative duties and the provision ofadministrative support to the whole multidisciplinary team.To reduce the time spent by GPs and the clinical team on managing correspondenceand undertaking coding with guidance, freeing up more clinical time in theprocess.
Job Responsibilities:
Administration
Tohave a thorough knowledge of all practice procedures
Towork in accordance with written protocols
Tocarry out specific administrative tasks as requested by the Practice Leads
KeyResponsibilities:
Scanning and Coding
Scanning:
Scanning paper-based documents, such ascorrespondence, reports, and referrals, into the patient's electronichealth record.
Coding:
Identifying and coding relevant clinical informationfrom scanned documents using standardized coding systems(e.g.,SNOMED CT,Read codes)and ensuring it is accuratelyentered into the patient's record.
RecordManagement:
Ensuring patient records are kept up-to-date,organized, and easily accessible for clinical staff.
Managing the flow of information through thepractice, directing documents and information to the appropriate staffmembers for action.
DataAccuracy:
Maintaining the accuracy and integrity of patientdata, which impacts clinical safety, practice funding, andreporting.
Communication:
Communicating effectively with clinical andadministrative staff regarding coding queries and ensuring relevantinformation is shared appropriately.
Newpatient registrations and patient deductions
Ensure accurate record keeping
Adhere to NHS guidelines.
Process new patient registrations
Handle deductions when patients move or pass away
Secretarialwork
Monitorand action all referrals received from the GPs
Daily checking of the activitywork lists within an electronic Referral Service (eRS) to action any newincoming referrals, checking that the referral letter and other relevantdocumentation has been attached to meet the minimum data set to beaccepted onto a waiting list.
To provide administrative supportacross all service lines including inbox management, telephone support andstakeholder engagement.
Monitor existing patientsprogress through the system.
Monitor and action any rejectedreferrals.
Provide effective liaison withthe patient and/or other healthcare professional to obtain all relevantinformation so that the correct clinical pathway for the individualpatient can be chosen. This includes progress chasing as necessary toensure all relevant documentation is available to support the patientpathway.
Completing routine administrativetasks and paperwork, such as insurance forms, under the GP'sdirection.
Additional Requirements
Attention to detail:Accuracy is paramount in bothscanning and coding.
Strong organizational skills:Managing a high volume ofinformation and ensuring efficient workflows.
Knowledge of coding systems:Familiarity with standardizedcoding systems like SNOMED CT and Read codes is required, however training willbe given
Proficiency with GP practice systems:Experience withSystmoneorsimilar systems is often needed.
Excellent communication skills:Ability to communicateeffectively with colleagues and clinicians.
Understanding of clinical terminology:A basic understanding of medicalterminology and clinical processes is helpful.
Ability to work independently and aspart of a team:Balancingindividual workload management with collaborative tasks.
Confidentiality:
Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately
Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcareworkers. They may also have accessto information relating to the practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.
Health& Safety:
Employees must take reasonable care for the health, safety andsecurity of themselves and others who may be affected by their acts oromissions at work.
Usingpersonal security systems within the workplace according to Practiceguidelines
Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks
Makingeffective use of training to update knowledge and skills
Usingappropriate infection prevention and control procedures, maintaining workareas in a tidy and safe way and free from hazards
Activelyreporting of health and safety hazards and infection hazards immediatelywhen recognised
Keepingown work areas and general / patient areas generally clean, assisting inthe maintenance of general standards of cleanliness consistent with thescope of the job holders role
Undertakingperiodic infection control training (minimum annually)
Equality,Diversity and Inclusion:
The post-holder will support theequality, diversity and inclusion rights of patients, carers and colleagues, toinclude:
Acting in a way that recognizesthe importance of peoples rights, interpreting them in a way that isconsistent 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 iswelcoming to and of the individual, is non-judgmental and respects theircircumstances, feelings priorities and rights.
Personal/ProfessionalDevelopment:
Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:
Participation in an annualappraisal, including taking responsibility for maintaining a record of ownpersonal and/or professional development
All staff are required to attendand/or carry out on-line essential training as instructed by the Business Manager(Fire Safety, Health & Safety, Safeguarding Children and Adults, MentalCapacity Act, Information Governance, Resuscitation Procedure)
Attend Staff Meetings whichprovide opportunity to discuss any matters arising from the job and toinstruct on new procedures, policies and training requirements
Quality:
The postrequires a friendly flexible person who is keen, enthusiastic and able to adaptto a variety of duties and new tasks.Assess own performance and take accountability for their own actions,either directly or under supervision to ensure the smooth running of thepractice. Punctuality is paramount; all staff must arrive and start work ontime. The practice provides a uniform shirtwhich can be worn with navy or black clothing of a smart appearance and a namebadge to be worn at all times when on duty.
Person Specification
Qualities and Atributes
* Calm
* Self-motivated
* Flexible/Adaptable/Reliable
* Willing to learn new skills
* Team player
* Good timekeeper
* Ability to cover additional hours at short notice
Experience
* Working with General Public
* Ability to work on own initiative
* Knowledge of MS Office suite
* Knowledge of Systmone
* Knowledge of NHS eReferral
Skills/Ability and Knowledge
* Good telephone manner
* Good organisational skills
* Ability to communicate verbally and in writing
* Empathy with client group
* Coping under pressure in a busy environment
* Understanding of confidentiality
Qualifications
* Good standard of general education
* GCSE/CSE or equivalent English & Maths
* 1.NVQII Customer Service or Business Administration
* 2.Equivalent experience of above
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.
#J-18808-Ljbffr