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Gp Practice Office Support Administrator
4 months ago
Carrington House Surgery is a busy practice in High Wycombe, with a diverse patient group. Staff are exceptionally friendly and supportive. Hours negotiable Full and part time available.
interviews will be held on Thursday 9th May
Start date W/C 24th June 2024
We are an 2 Partner, 2 salaried GP Practice with over 10,300 registered patients.
**Job Role**
- To ensure that all incoming and internal patient correspondence is stored on/in the patients’ medical record and relevant information is coded.
- To be able to locate documents as needed by the clinical and non-clinical staff
- To carry out administrative related tasks as delegated by the doctors and non
- clinical staff
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 senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
Administration
- Operate without supervision using own initiative whilst working to deadlines and prioritising workload.
- To have a thorough knowledge of all practice procedures
- To work in accordance of written protocols
- Pulling/filing notes for surgeries and updating as necessary
- Filing post in medical records
- Photocopy and scanning as requested
- To provide an efficient word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. Using Lexacom, Ardens and ERS in an accurate and quality manner.
- Respond to requests from clinicians (e.g. for files, telephone calls, tasks,) in a timely and friendly manner.
- Check that messages have been actioned, reminding doctors as appropriate and deal with requests for action received via the clinical system.
- Maintain Emis and Ardens templates and update when required
- To liaise and attend meetings and take minutes as required.
- Proficient in the use of Microsoft Office to include Word, Excel, Publisher and Outlook.
- To assist the practice manager with all clerical and administrative duties.
- To assist with the gathering of statistics and information when required.
- To provide cover for members of the secretarial/Reception team during periods of sickness and annual leave.
- To ensure Subject Access Reports are processed and made available within the correct time frame and in line with the Practices protocol and policies.
Reception
- Receiving patients, consulting with members of practice team
- Handing completed repeat prescriptions to patient and checking names and address.
- Be able to cover all reception position as necessary
- As receptionist, ensure accurate and efficient use of the computerised appointment system and monitor flow of patients into consulting and treatment rooms
- Respond to all queries and requests for assistance from patients and other visitors, ensuring that any urgent or serious medical problems are given priority.
- Ensure reception and waiting areas are kept neat and tidy.
Appointments
- Process appointment requests for today/future appointments from patients by telephone and in person.
- Deal with visits/requests
- Enter requests for home visits into visit book and messages for doctors in the message book and/or on the computer screen, stating time received and including all relevant information and where necessary refer to the Duty Doctor.
Computer
- Registrations of new patients - computer data entry and medical records
- Process patients’ changes of address - computer data and medical records (have knowledge of practice area)
- Process repeat prescription requests in accordance with practice guidelines
- Undertake Admin tasks appropriate to the role, to ensure the efficient running of the practice computer system, carrying out searches, audits, recalls.
- Arrange the collection and dispatch of patients notes as required
- Report faults to the software supplier and/or appropriate IT support desk, and track progress.
- Summarising notes
**Management of medical records**
- Assist with the accurate input of data to the clinical and document management systems
- Arrange retrieval and re-filing of records as required. Ensure records are kept neat and tidy and in good repair.
- Ensure correspondence, reports, results etc. are opened promptly, passed to the relevant staff.
- Ensure procedure is followed when a new patient registers or leaves the practice
**Scanning duties**
- Sort all incoming patient-related mail.
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
- Scan all internal paper
