Gp Administrator
3 months ago
**MAIN PURPOSES OF POST**
- To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS).
- To be responsible for the read-coding of relevant information into the patient’s electronic healthcare records on SystmOne clinical system, adhering to the practice coding policy. In addition, the post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.
**SKILLS**
**ESSENTIAL**
Educated to GCSE level or equivalent
Experience of working with the general public
Excellent communication skills (written and oral)
Strong IT skills
Clear, polite telephone manner
Competent in the use of Office and Outlook
Effective time management (Planning & Organising)
Ability to work as a team member and autonomously
Good interpersonal skills
Proven problem solving & analytical skills
Ability to follow policy and procedure
Polite and confident
Flexible and cooperative
Excellent interpersonal skills
Motivated and proactive
Ability to use initiative and judgement
Forward thinker with a solutions focused approach
High levels of integrity and loyalty
Sensitive and empathetic in distressing situations
Ability to work under pressure
Confident and resilient
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
Maintains confidentiality at all times
**DESIREABLE**
GCSE Mathematics & English (C or above)
NVQ Level 2 in Health and Social Care
**PRIMARY RESPONSIBILITIES**
The following are the core responsibilities of the Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Administrator is responsible for:
- Overseeing the administrative elements of QOF, liaising with GPs, Nursing staff and receptionists
- Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records, ensuring the team meet Practice timescales standards
- Accurately read-coding data on SystmOne into the patient record
- Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
- Processing documents reviewed by clinicians and actioning comments as appropriate
- Reviewing group and staff specific patient documents in SystmOne ensuring they have been assigned appropriately
- Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
- Managing all administrative queries internally and externally as necessary in an effective manner
- Supporting all clinical staff with general administrative tasks as required
- Processing sick note requests ensuring relevant questionnaires are sent to patients for completion
- Managing SystmOne Workflow ensuring all tasks, sick notes and letters are distributed to relevant clinicians as per Practice protocol
- Processing incoming pathology/radiology results, ensuring they are filed where appropriate or referred to the relevant clinician
- Processing FIT requests ensuring pathology form is sent of in a timely manner
- Typing letters, reports and associated documentation as required
- Processing requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
- Supporting the GPs with the Medical Reports
- Inputting and extracting data as required to support practice reports
- Inputting data into the patient’s healthcare records as necessary
- Processing referrals via the electronic referral system (ERS) to external agencies such as secondary care
- Maintaining an accurate referrals database
- Sending Advice and Guidance (A&G) letters via the electronic referral system (ERS) to external agencies such as secondary care, and chasing responses
- Submitting Transferring Care Safely (TCS) concerns via PRISM and chasing responses
- Assisting with Care Home ward rounds as per Practice protocol
- Managing End of Life (EOL) / Palliative Care patients, booking appointments and ensuring monthly reviews are arranged
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Actioning eworkflows as per Practice protocols
- Actioning and reviewing tasks
- Reviewing group and staff specific tasks in SystmOne ensuring they have been assigned appropriately
- Actioning and reviewing Online Consultation Solution (Accurx) requests and responses, actioning appropriately
- Processing of incoming and outgoing mail
- Actioning and reviewing
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