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Healthcare Administration Assistant

2 months ago

Bristol, Bristol, United Kingdom Courtside Surgery Full time

Job Overview

Courtside Surgery is in search of a dedicated and dependable Administrative Support Specialist to enhance our team, providing essential assistance to our patients and clinical personnel.

We are looking for an individual who thrives in both collaborative and independent settings, capable of managing multiple tasks efficiently in a dynamic work atmosphere.

This position encompasses a variety of responsibilities, requiring a meticulous attention to detail. Flexibility is crucial to cover for colleagues during times of absence.

Comprehensive training will be provided for all job functions, so the ideal candidate should possess a strong desire to acquire new skills and embrace a diverse role. Proficiency in IT is essential.

This is a part-time position totaling 30 hours across 4 days, with specific hours subject to negotiation.

Key Responsibilities

The role entails a wide range of administrative duties, including but not limited to:

  • Registering new patients and addressing general patient inquiries.
  • Managing referrals and maintaining medical records.
  • Processing requests for repeat prescriptions and handling incoming clinical correspondence, ensuring appropriate actions are taken, including medical coding when necessary.
  • Initially, the primary focus will be on processing referrals to secondary care.

Specific Duties Include:

Referral Management

Utilize a digital dictation system to accurately process patient referrals, letters, and reports.

Administer patient referrals and appointments through a computerized referral and booking system.

Correspondence Processing

Handle all electronic and paper correspondence received by the surgery.

File correspondence within the clinical system and assist with the scanning and workflow of clinical documents.

Input clinical codes and additional information into patient records to accurately reflect the content of clinical correspondence.

Prescription Management

Process and issue repeat prescriptions using a computerized clinical system, adhering to practice protocols and automated prompts.

Request re-authorization of repeat prescriptions as necessary, in accordance with practice guidelines.

Ensure prescriptions are directed to the correct pharmacy, making adjustments as requested by the patient.

Additional Responsibilities

Address patient inquiries and provide coverage for team members during periods of absence, which may involve working additional hours or days.

Develop skills and competencies in new software and processes as required.

Perform any other duties relevant to the role as directed by the Deputy Practice Manager or Practice Manager.

Confidentiality and Compliance

In the course of performing duties, the post-holder will handle sensitive information regarding patients and their health. Maintaining confidentiality is paramount, and any information must only be shared with authorized personnel in accordance with practice policies.

Health & Safety Responsibilities

The post-holder will assist in promoting and maintaining health, safety, and security as outlined in the practice's Health & Safety Policy.

Personal and Professional Development

The post-holder will engage in training programs as part of their employment, including annual performance reviews and personal development initiatives.

Quality Assurance

The post-holder will strive to maintain high-quality standards within the practice, contributing to team effectiveness and patient care.

Communication Skills

Effective communication with team members, patients, and their families is essential, recognizing the need for alternative communication methods when necessary.

Contribution to Service Implementation

The post-holder will apply practice policies and participate in audits as appropriate.

Required Skills and Qualifications

Essential

  • Previous experience in an administrative role.
  • Strong educational background, including GCSEs in Maths and English or equivalent.
  • Proficient in IT with a willingness to learn new systems.
  • Ability to prioritize tasks effectively.
  • Excellent written and verbal communication skills.
  • High level of accuracy and attention to detail.
  • Flexible approach to a variety of tasks.
  • Team-oriented with the ability to work independently.

Desirable

  • Experience in a GP surgery or other healthcare setting.
  • Familiarity with managing confidential information.
  • Background in a customer-focused environment.
  • Knowledge of medical terminology.