Admin Assistant

We are looking for an enthusiastic, highly organised and self-motivated part time Business Support Team Assistant to join our friendly, busy rural GP Practice in an attractive Yorkshire market town.

Flexibility is required to cover holiday and sickness leave.

Hours: 20-37.5

Flexibility around school hours if required.

25 Days Holiday plus Bank Holidays (pro-rata)

Interview Date: 29th February 2024

Our clinical System is currently SystmOne

You will be working as part of a multi-skilled team to provide the following areas of support to the practice as a whole: scanning and coding patient documentation, summarising patient notes, processing some referral forms, monitoring clinical performance against internal and external targets (e.g. QOF), submitting Enhanced Service and Public Health claims, providing secretarial support for meetings, and providing IT Support for colleagues when necessary. Experience of Microsoft Excel and TTP (System 1) or Emis Web clinical system would be beneficial.

Main duties of the job

To process and code patient correspondence. To recognise own knowledge limits and seek advice from the Business Support Team Manager or Business Support Team Colleagues as appropriate.

Summarising patient records

To submit claims for enhanced services and GMS contract. To assist with I.T. problems both hardware and software.

To provide secretarial support for Practice Meetings as necessary (e.g. recording meetings on the electronic calendar and liaising with internal and external colleagues to confirm/request their attendance at meetings)

About us

Pickering Medical Practice is a friendly busy rural practice serving a patient population of over 10900 patients. We are a forward thinking, innovative and high QOF achieving Practice. We are also part of the SHaR PCN with a large supportive multiskilled clinical and administrative team.

Our mission is to provide high quality safe care for our patients whilst maintaining traditional values of Family Medicine.

Job description and Job responsibilities

JOB TITLE: Business Support Team Assistant

RESPONSIBLE TO: Practice Manager

REPORTING TO: Business Support Team Manager

Job Summary:
To work as part of a multi-skilled team to provide the following areas of support to the practice as a whole: scanning and coding patient documentation, summarising patient notes, processing some referral forms, monitoring clinical performance against internal and external targets (e.g. QOF), submitting Enhanced Service and Public Health claims, providing IT Support for colleagues when necessary.

You will be responsible for typing up all correspondence done by the Doctors to be sent to colleagues or patients, efficiently and accurately and to provide secretarial support for meetings being held at the practice.

To ensure enquiries from patients and hospitals, regarding referrals and appointments are efficiently and courteously handled.

Ensure that the filing, record keeping, and distribution of documents are undertaken efficiently and promptly. Ensure doctors are continually updated and reminded of outstanding referrals/letters to be dictated.

Job Responsibilities:
Document Management
- To receive all paper documentation and scan onto the patients electronic record, ensuring all relevant SNOMED codes are inputted, forwarding any actions on to the appropriate person or sending a coding task if unsure
- To process incoming electronic documentation, ensuring the relevant SNOMED codes are inputted, forwarding any actions on to the appropriate person or sending a coding task if unsure
- To recognise own knowledge limits and seek advice from the Business Support Team Manager or Business Support Team Colleagues as appropriate
- To follow the local policy for Firearms Applications
- To add diary entries for blood tests/diagnostics etc. as appropriate

Summarising
- To cull and sort patient records and letters in preparation for summarising
- To review medical records and produce an accurate summary of the patients medical history, on the Practice clinical system using SNOMED codes
- To monitoring progress of notes summarising against the practice summarising protocol

Secretarial
- Undertake responsibility for typing all letters on behalf of Doctors Practice Manager or Administrator, Practice Nurses and Dispensers.
- for patient referrals to Consultants and other medical personnel
- to patients
- routine and emergency hospital admissions
- insurance companies, solicitors, police
- Taking dictation as and when required
- Raising invoices to various bodies for submission of medical reports on patients
- Deal with all incoming mail and distribute as necessary
- Completion of certificate and informing Environmental Health Officer of notifiable diseases
- Collect and maintain up-to-date sources of information relevant to practice, i.e. from LMC, RSS etc
- Act on doctors messages from computer screen
- Sort and distribute out-trays & folders from Dr's common room
- Log, compi