Administration Assistant

JOB TITLE Administration Assistant REPORTS TO Patient Services Manager (Admin and Estates) HOURS 20 hours per week LOCATION Any of our 7 sites Job Summary: The purpose of the role is to: Provide administrative support to the administration team of Holderness Health. This includes secretarial duties, correspondence management and records management. The work involved may be at any one of our 7 sites In line with practice policies the post holder will project a professional, positive and friendly image to colleagues, patients and other visitors, either in person or via the telephone. Undertake a variety of administrative duties in relation to management of incoming and out going correspondence and also the management of patient records.

Facilitate effective communication between patients, staff and other healthcare professionals ensuring confidentiality is always maintained. Duties and Responsibilities: The duties and responsibilities to be undertaken by the administration support assistant 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 Management Team. All duties are to be carried out professionally.

Receive and manage hard copy post Scan, merge and attach patient correspondence to correct patient records In line with data quality rules ensure that information is accurate, is not duplicated and that it is recorded in chronological order. Process all correspondence in accordance with practice policies and procedures and in line with safeguarding and GDPR rules Tidy the problem page ensuring a consistent presentation of information. Accurately attach electronic documents to patient records. Identify any new diagnoses from documentation and add codes to the patient record to reflect this.

Determine when correspondence requires additional actions and forward to the clinical team or pharmacists for further actions and management and ensure that the information is forwarded to the correct colleague. Manage incoming electronic documents both within the clinical system the departmental inboxes Ensure tasks in the practice clinical system are managed and actioned on a daily basis Provide additional cover at times of holiday or sickness. Assist with the provision of departmental audit information. Attend meetings and take part in significant event reporting and reviews.

Generate referrals from both audio recordings and textual communications, and forward them to the appropriate services. Take receipt of and record the arrival of new patient records, and also process deduction requests ensuring all paper records are forwarded to PCSE once retrieved Search for and file patient notes, recording location of notes in the clinical system Summarise patient records into the practice clinical system by readcoding relevant information from patient medical notes. 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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 Actively reporting of health and safety and infection immediately when recognised Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality, diversity and inclusion: The po