Job description

Sparcells Surgery is a GP practice in the West of Swindon. We have a part-time vacancy in our Admin Team for 25 hours per week. The duties are diverse and include supporting the clinicians, reception duties, preparing prescription and generating documents for outside agencies.

Training will be given in all aspects of the job, so the candidate must be keen to learn new skills and enjoy interacting with people both face to face and on the telephone. They must also be confident using IT and have a qualification in Maths and English at GCSE grade C or equivalent.

The practice is open Monday to Friday from 8am to 6.30 pm and the Admin Team work shifts that are rostered in advance.

JOB DESCRIPTION

Job Title: Admin Assistant

Grade: Band 2

Accountable to: Operations Manager

MAIN ROLE AND PURPOSE OF THE POST

This role is within the Clinical Admin Team, who support all aspects of patient care across the company. The Admin Assistant is a developmental role. They will be expected to develop the skills necessary to work in all aspects of the admin team.

• Provide admin support to all clinical areas of the company.
• Be a first point of contact for patients.
• Assist patients to access the services that they need.

SPECIFIC RESPONSIBILITIES

The responsibilities described below are those of the clinical admin team.

Access

• Answer the telephone as a priority and respond to the caller in an appropriate manner.
• Man the reception desk. Book appointment, signpost to other services and support patients care.

Data Flow

• Action all incoming data received through electronic transfer, e-mail and post. Ensure that it is coded and reviewed by an appropriate clinician.
• Action outgoing data through electronic transfer, e-mail, sms message or post.

Clinical Support

• Action tasks from the clinical team.
• Administer the recall system for patients with long term conditions.
• Monitor the uptake of all screening programmes and manage additional recalls as required.
• Apply clinical coding to patient records as appropriate.
• Update the Open Exeter system.
• Monitor the childhood immunisation status of all children and liaise with the Child Health Department as necessary.
• Maintain waiting lists of patients for specialist clinics and ensure that they are given appropriate appointments.

Outgoing Information

• Ensure that referrals are processed in accordance with national timelines and liaise with the referral management centre as necessary.
• Audio type patient referrals and submit them through the E-Referral system.
• Deal with any referral queries from clinicians and patients.
• Assist patients where necessary to make outpatient appointments.
• Action requests for medical reports including liaising with patients to confirm consent is obtained and finance to confirm payment is received.
• Action Subject Access Requests in line with GDPR legislation.

Patient records

• Action applications for registrations ensuring that patients provide all necessary information and are made aware of consent to share information and on-line access to records.
• Action the transfer of patient records, electronically and in hardcopy.
• Summarise hardcopy records to ensure the electronic record is complete.
• Ensure that SystmOne is reconciled to PCSE through GP Links.
• Return hardcopy records to PCSE for patients who are no longer registered.

Job Type: Part-time
Part-time hours: 25 per week

Salary: £13,546.00 per year

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (required)

Work Location: In person

Application deadline: 08/05/2023