Administration Assistant

3 months ago

Ipswich, United Kingdom Burlington Primary Care Full time

**DESCRIPTION OF THE ROLE**: To act as the link between clinicians and clinical correspondence in the Practice; Scanning, Coding and Matching externally received documentation at point of source using SystmOne To act as the front-line interface between patients and the Practice for the issue of prescriptions, adopting a professional and cordial manner at all times To provide and maintain a high standard of patient communication via telephone, letter and SMS, delivered with a customer focus to the practice population, adopting a professional and cordial manner at all times To work alongside clinical and administrative colleagues to facilitate the provision of preventative health care to the practice population. To liaise with patients so as to deliver healthcare outcomes in line with Practice objectives and contractual responsibilities To provide secretarial support and cover DIMENSIONS: The post holder will be required to take an active role to support efficient and effective service delivery to the practice population of patients in line with the Practice Guidelines and Protocol To attend any relevant Practice meetings To participate and attend staff appraisals / reviews in line with the Practice Performance Management system To undertake any training and e-Learning required for the role and maintain an up-to-date record of training MAIN DUTIES Code, scan and match documents onto SystmOne as they come into the surgery on a daily basis. Systematically administer and process document workflow in line with Practice policies and procedures, ensuring that requests are accurately recorded in a timely manner and in accordance with agreed Practice protocols Action Tasks from clinicians and use the re-scheduling system to chase and follow-up requests in a consistent and uniformed manner Answer telephone calls and deal with (ad-hoc) face to face enquiries from patients about their healthcare needs. To provide secretarial support and cover and help facilitate the timely management of patient referrals Administer and process prescriptions for new and repeat medication requests ensuring that requests from the patient are accurately recorded Arrange and administer prescriptions for patients in a manner that works across the various business departments of the surgery Register new patients using the online and paper forms Deal with Subject Access Requests (SARs) according to practice protocol Update the surgerys computer system proficiently with patient information and prescribing / medication data Explain practice procedures to patients (where necessary) Deal with all requests in an efficient and courteous manner with attention and in a streamlined manner.

Draft any relevant letters and correspondence on behalf of the surgery and medical staff as required in a standardised manner Screen any related enquiries for the doctors and medical staff and pursue answers to medical queries across the team Update the surgerys computer system proficiently with patient information and related data File data and correspondence as required including the appropriate disposal of hardcopy patient information Provide a full administrative service GENERAL RESPONSIBILITIES OF ALL PRACTICE STAFF: 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. Infection Control: Responsible for the correct and safe management of the specimens process including collection, labelling, handling, use of correct and clean containers, storage and transport arrangements as they affect Reception procedures Complicit with the hand hygiene policy Using appropriate infection control procedures, maintaining work areas in a tidy, clean and safe way, free from hazards. Initiation of remedial / corrective action where needed or escalation to responsible management Undertaking periodic infection control training Routine management of own work areas Waste management including collection, handling, segregation, container management, storage and collection Understand spillage control procedures, management and training Health & Safety: The post holder will assist in promoting and

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