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Job description

Job Summary:

· Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

· Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

· Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team

· Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:

· Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols

· Maintaining and monitoring the Practice appointments system

· Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional

· Processing and distributing incoming (and outgoing) mail

· Taking messages and passing on information

· Filing and retrieving paperwork

· Registering new patients

· Processing repeat prescriptions in accordance with Practice guidelines

· Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures

· Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

· Clearing and re-stock consulting rooms as required

· Providing clerical assistance to Practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning and coding of information

· Ordering, re-ordering and monitoring of stationery and other supplies

· Dealing with clinical waste

· Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher or washing up and keeping the kitchen area clean and tidy

· Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Management of medical records

· Ensure that records are accurately assembled and filed when arriving into the practice

· Ensure that records are available in the instances of urgent request fro reports or consultation

· Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to

· Ensure correspondence, reports, results etc. are filed in correct records

· Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

Management of appointment system

· Ensure total familiarity with all appointment systems including regular and incidental variations

· Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record

· Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients

· Monitor effectiveness of the system and report any problems or variations to the Practice Manager

Administrative support

· Provide administrative support to members of the primary health care team in the following areas ensuring appropriate Practice records are kept up to date:

o Cytology

o Pathology results

o Immunisation recalls (including childhood immunisations)

o Summarising hospital records

o Summarising GP records

o Appointment scheduler and sessions and associated rotas

o Billing and invoices (payable to the Practice)

o Orders and payments (payable by the Practice)

o Meeting minutes

o Accounts

o Payroll and staff scheduler

o QOF recalls

o Recalls for enhanced and additional services

o Recalls for incentive schemes e.g. prescribing incentive scheme

o Typing and preparing reports and referrals

o CAB referrals

o Data received electronically e.g. letters from outpatients, out of hours services etc

o Registrations including Links/deductions etc

Confidentiality:

· In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

· In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

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

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

· Using personal security systems within the workplace according to Practice guidelines

· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

· Making effective use of training to update knowledge and skills

· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

· Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

· Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent 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 is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

· Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

· Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

· Alert other team members to issues of quality and risk

· Assess own performance and take accountability for own actions, either directly or under supervision

· Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance

· Work effectively with individuals in other agencies to meet patients needs

· Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

· Communicate effectively with other team members

· Communicate effectively with patients and carers

· Recognize people’s needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

· Apply Practice policies, standards and guidance

· Discuss with other members of the team how the policies, standards and guidelines will affect own work

· Participate in audit where appropriate

· Participate in wider clinical community on behalf of the practice as required

Infection Control:

· The post holder will undertake infection control training and update this periodically as required.

· The post holder will take part in all infection control measures within the practice following current procedures and protocols

Required:

.Experience in Primary Care/General Practice is essential.

Job Types: Full-time, Permanent

Salary: £10.00-£12.00 per hour

Benefits:

• On-site parking

Schedule:

• Day shift
• Monday to Friday

Work authorisation:

• United Kingdom (required)

Shift availability:

• Day shift (required)

Work Location: In person

Reference ID: ASHA20230324