Administrator

Job description

Job responsibilities

The Limes Surgery

Job Description

Job Title: Administration Support & Post Admin

Reporting To: Deputy Practice Manager Catherine Jennings

Admin

To provide professional and efficient clerical, administrative and filing support to all staff whilst maintaining and improving the quality of services provided to the practice population.

Post

To open and process the practice mail in an accurate, confidential, efficient, and effective way. To project a positive and friendly image to patients, visitors, and other staff, either in person or via the telephone.

Key Areas of Responsibility Admin and Post:

1. Processing of eConsults.

2. Safeguarding administration and booking of appointments

3. Registration and Deductions

4. Processing incoming documents and redistribution to correct recipients

5. Weekly Ward Round admin

6. All LD admin for the surgery

7. Summarising and Digitalisation of patient records

8. Supporting both the Admin Manager and Practice Manager

9. Generating and resolving Admin Tasks

10.Opening and scanning of post

11.Coding and filing clinical documents.

12.Processing Out of Hours reports

13.Processing Hospital reports

14.Confidentiality & Security

15.General Admin

Admin

Performance is satisfactory when.

All calls that came through to admin are dealt with.

All admin tasks and responsibilities are met.

All actions and alerts are completed in the time window.

Support fully given to the Admin manager and Practice manager.

All patient-related correspondence is passed to the appropriate person.

All telephone messages are taken with a date, name, telephone number and brief message and passed promptly to the relevant person.

A thorough knowledge of all the practice policies and procedures is maintained and followed.

Any tasks given by the Doctors, Management and other Clinicians are carried out promptly as directed.

All complaints received are dealt with courteously by giving a clear explanation of the practice policies and procedures to the patient and are referred to the Practice Manager.

The privacy, dignity, needs and beliefs of patients, carers and colleagues is considered, and a non-judgmental and welcoming manner is adopted to ensure their circumstances, feelings, priorities, and rights are accounted for.

Post

Performance is satisfactory when.

All post is opened and scanned on to SystmOne and then sent to the correct GP once coded.

All out of hours reports are filed on the patients records on the day of receipt once viewed by the on-call GP.

All patient-related correspondence (excluding complaints) is acted within 24 hours of receipt and passed to the appropriate person.

All scanned correspondence is attached to the correct patients medical records and saved with the correct reference details as per the current practice policy and procedure.

All medical records are filed correctly so they can be found and extracted on request.

All paperwork relating to patient care is held securely and shredded at the appropriate time as per the current practice policy and procedure.

All documentation is updated and maintained to ensure Data Protection and Patient Confidentiality is always adhered to.

All telephone messages are taken with a date, name, telephone number and brief message and passed promptly to the relevant person.

Enquiries and appointments for medicals are passed to the Finance and Medical team.

A thorough knowledge of all the practice policies and procedures is maintained and followed.

Any tasks given by the Doctors, Management and other Clinicians are carried out promptly as directed.

All complaints received are dealt with courteously by giving a clear explanation of the practice policies and procedures to the patient and are referred to the Practice Manager.

The privacy, dignity, needs and beliefs of patients, carers and colleagues is considered, and a non-judgmental and welcoming manner is adopted to ensure their circumstances, feelings, priorities, and rights are accounted for.

Confidentiality & Security

Performance is satisfactory when:

You respect and treat as confidential any information you gather relating to patients, their careers, practice staff and other healthcare workers during your work at the practice.

You respect and treat as strictly confidential any information you have access to relating to the practice as a business organisation.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice is only divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

All personal security passwords are kept confidential, and no computer is left unmanned with your personal sign on.

All guidelines and procedures as laid out in the Health and Safety Policy are always adhered to.

Any potential Health and Safety or security risk is reported to your line manager immediately if it is identified.

All computers are checked to ensure they are logged out of any operating systems at the end of the day.

Any passwords, keys and smartcards issued to you remain confidential and are not used by other members of staff.

General

Performance is satisfactory when:

All computers and other equipment that you use are kept clean and in good order.

Your work area is left in a tidy manner before you leave each day.

All equipment and furniture supplied by the practice is used for the purpose it has been supplied.

Approval for holidays and time off is sought from your line manager prior to booking.

Responsibility for maintaining a record of your own personal and/or professional development is achieved.

Participation in your own annual appraisal and taking responsibility for own development, learning and performance.

You attend all meetings and training sessions promptly, participate and contribute constructively and give feedback on any information gained to relevant parties.

Ways of improving performance are considered and communicated by reflecting on your own and the team activities.

The whole of your working time, attention and abilities are devoted to the surgery and your duties.

Person Specification

Qualifications

• Experience with Microsoft Office
• GCSE Maths Grade 4 or above
• GCSE English Grade 4 or above

• Experience with medical terminology

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.

Employer details

Employer name

H&B Health Ltd

Address

The Limes Surgery

Conduit Lane

Hoddesdon

Hertfordshire

EN11 8EP

https://www.handbhealth.co.uk/