Administrator London, England
Job description
Industry - NHS - GP Surgery
Position - Administrator
Hours - 15 per week
Working days Monday - Friday - Hours can be flexible and discussed.
Job Summary
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS). (if required)
Workflow is undertaken by the administrators and forms an integral part of actioning the GP’s letters and supporting the clinicians either in entirety or in specified categories.
Mission Statement
Our mission is to improve the physical, emotional and social well-being of our patients. We aim to achieve this by providing individualised holistic care, by educating patients to follow a healthy lifestyle, and always acting in the best interests of our patients.
Generic Responsibilities
All staff at Wood Lane Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Wood Lane Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
The following are the core responsibilities of the medical administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. This list is not exhaustive:
a. Processing and assigning E-Consultations applying WLMC Care Navigation processes
b. Process incoming Pathology and Documents applying Workflow Optimisation processes
c. Scanning & Coding of patient related documentation and attaching scanned documents to patient’s healthcare records
d. Processing incoming and outgoing mail and email
e. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms, whilst adhering to the strict rules of The Data Protection Act, so as to protect patient information and maintain confidentiality
f. Registrations and Deductions:
g. Ensure all new registrations are entered onto the database accurately andexpeditiously- using EMIS to maximum benefit
h. Manage the registrations link between the practice and NHS England
i. Update the database for all patient change of registration details as notified
j. Summarising – Scanning and disposal/shredding of Lloyd George records (retaining envelope)
k. Ensure all patients who transfer out of the practice or die have their computer and manual records processed accordingly- noting EMIS GP2GP registration process
l. Log deaths
m. Monitor accuracy of registration database, producing any necessary reports as required
n. Teach and support colleagues who may also be involved in the registration process
o. Keep a record of any patient joining the practice list who is under 5 (including new births), for advice to health visitors
p. Register new babies and Organise Post-Natal 8 week mother and baby checks with GP and Imms with Nurses – same day sequential
q. Scan and send 8 week check reports to CEME centre
r. Update new baby records with the SCID results
s. Data entry of new and temporary registrations and relevant patient information
t. Manage change of address/name/details
u. Action GP2GP tasks and return/forward any Lloyd George records with summaries on deduction
v. Call & Recall System
w. Manage and run patient recall systems, for example: immunisations, IUCD checks, quality of care, medication safety searches
x. Using text/email/phone/written reminders
y. Assembling monitoring packs eg diabetic urine pots etc
z. Import new referral forms into EMIS making sure all coded date is include and auto-populates. Archive old forms.
aa. Manage online services and set up for patients.
bb. Manage all administrative queries as necessary
cc. Carry out system searches as requested
dd. Workflow process to maintain coverage of all categories and GP letters as designated to each administrator
ee. Process incoming test results, ensuring they are referred to the relevant clinician
ff. Work in the guideline parameters of QoF to ensure practice achieves targets
gg. File and store records as/if required
hh. Photocopy documentation as/if required
ii. Action incoming faxes if required
jj. Process calling letters as requested
kk. Process referrals to external agencies such as secondary care if required
ll. Input data into the patient’s healthcare records as necessary
mm. Process referrals using the electronic referral system (ERS) if applicable to role
nn. Read code data on EMIS – SNOWMED
oo. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
pp. Maintain a clean, tidy, effective working area at all times
qq. Support all clinical and non-clinical staff with general administrative tasks as requested
rr. Process all DNA letters in accordance with current protocol if required
Job Types: Part-time, Permanent
Part-time hours: 15 per week
Salary: £10.42 per hour
Benefits:
- Sick pay
Schedule:
- Day shift
- Holidays
- Monday to Friday
COVID-19 considerations:
Face Masks are optional for staff and patients.
Ability to commute/relocate:
- London, RM12 5HX: reliably commute or plan to relocate before starting work (required)
Experience:
- Administrative: 3 years (required)
Work Location: In person
Expected start date: 15/05/2023
