Administrative Assistant

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Beacon Medical Group. As an Administrative Assistant, you will play a vital role in supporting the day-to-day operations of our medical practice.

Key Responsibilities

• Assist with the recall process to enable the practice to meet its targets.
• Ensure administrative and clerical duties within the Practice are carried out within the Practices guidelines and policies.
• Enable the smooth registration of new patients, including meeting standards / targets
• Carry out administrative tasks relating to patient records, including scanning, filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
• Other work as required to meet the needs of the administration team
• Be responsible for your own continuing self-development, undertaking training as appropriate.
• Undertake other duties appropriate to the grading of the post as required.
• Must be able to work flexible hours.

Scanning Duties

• Sort all incoming patient related mail.
• Action all electronic hospital correspondence adding correctly into the patients medical record using read codes as agreed by the clinical team.
• Scan patient related documents onto their medical record using read codes as agreed by the clinical team.
• Process econsults for pill checks and asthma reviews to support reviews.
• Add any additional information about the source of the document.
• Follow codding protocol guides, where suitable code at 1st contact to reduce GP workload.
• 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 agreed timescale, achieving set KPI for the team, in a safe manor.
• Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
• Processing of all Out of Hours and Electronic Discharge Summary reports and other patient reports received electronically in line with agreed protocols.
• Liaise with out-of-hours provider
• Documents include as well as the above results such as mammograms and diabetic eye screening, coding correctly to support QOF and recalls.

Recalls

• Action Recalls within own area of responsibility covering areas such as, but not exhaustive
• Child Immunisations,
• Cytology,
• shingles,
• pneumococcal
• well woman.
• Book appointments, send reminders and information regarding the above recall appointments. Flagging if no capacity on the system.
• Ensuring compliance with Cytology Screening programme
• Action audits for smears and inadequate smears quarterly and annually updating generic spreadsheet and notifying nurses and GPs of the results.
• Completion of Childhood Immunisation Returns through weekly extractions.
• Running reports for child immunisations overdue and chasing non-attenders.

Coding

• Code or free text the clinical information onto the patient record.
• Coding of all incoming letters in line with practice protocol
• Assist the Business Intelligence team with audits related to QOF and Enhanced services, updating and amending coding as required.
• Ensure accurate read-coding
• Deal with queries relating to coding.

Summarising

• Coding and summarising of all new patients clinical records.
• Ensure recalls for QOF, smears, immunisations, coils ect are added and actioned where suitable.
• Action GP2GP and summarise in line with the protocol.
• Gain consent and request medical history for all military veterans before summarising and then summarise in given timescales.
• All codes to be up to date and snow med compliant to be 100% accurate to support improvement of the practice prevalence and support population health work.

Administrative

• Providing administrative support for the Careers identifying newly registered carers, coding to aid any support needed in the future.
• Providing administrative support for new and emerging clinics such, but not limited to, MSK.
• MSK includes managing waiting lists, booking appointments, chasing results and keeping patients informed.
• Maintaining SharedCare data base including administration of contracts for Shared Care Medicine.

Emails

• The team are responsible for daily monitoring and actioning both of Beacons main emails daily.
• Action team group emails daily.
• Follow email process sending on in timely manors to suitable teams or persons.
• Scan and workflow patient related emails actioning and coding accordingly.
• Action safeguarding emails as sensitive to the safeguarding admin team, with urgency.

Safeguarding

• Process any documents that come into the practice as sensitive and with urgency.
• Follow protocol ensuring documents and consultations are hidden using the appropriate function in system one.
• Coding correctly using snow med codes to identify at risk patients.
• Updating the safeguarding spreadsheet.
• Audit safeguarding spreadsheet every quarter.
• Submitting audited spreadsheet to the safeguarding GPs 2 weeks prior to every quarterly safeguarding meeting.
• Attend quarterly safeguarding meetings.
• Action outcomes from safeguarding meetings.

Patient Registrations

• Responsible for ensuring the registration/deduction process is completed, liaising with external organisations as necessary such as PCSE.
• Change status of incoming records, as received, once summarised send to note space.
• Merging electronic records and actions rejections
• Chase records not received.
• Daily processing of the registrations links and summary care records.
• Processing patients if moved out of the area following practice protocol coding or removing accordingly.
• Run annual audit for out of area patients following process,
• Ensure all transfers off registration database are affected as and when applicable
• Monitor accuracy of registration database as required producing any necessary reports as required.
• Completion of any Registration audits as required by NHSE or the CCG
• Coding birth information on mothers record.
• Coding post natal checks
• Check coding and submit documentation to child health in a timely manner.

Deductions

• Recall notes from notes space storage.
• Inline with the practice contract deduction patients and return notes to authorities in set timelines.
• Order labels and bags for return of records,
• Print and process deductions, ensuring all the record is printed and legible.
• Action GP2GP for deduction.
• Action and deduct any deceased patients in line with the death protocol.

INR

• Pick INR results from pathology and tasks daily.
• Using INR * process and dose the INR.
• Follow INR process if in range, notifying GP if out of range.
• Arrange patient to be informed.
• Running weekly reports for overdue INRs, actioning and contacting patients.

Pathology

• Matching unmatched pathology reports multiple times throughout the day.
• Returning unmatched pathology to the labs.
• Allocating GP pathology to allocated cover.

Tasks

• Action all team tasks In a timely manor when necessary informing patients of information or actioning in records.
• Updating and sending to all staff GP weekly rota, ensuring its correct.

Personal/Professional Development

• The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include:
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Communication

• The postholder should recognize the importance of effective communication within the team and will strive to:
• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Quality

• The postholder will strive to maintain quality within the practice, and will:
• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Contribution to the implementation of services:

• The postholder will:
• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

Health and Safety

• The postholder 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.
• Ensure all members of staff comply with the Groups health and safety policy
• Carry out risk assessments to comply with current Health and Safety legislation
• Ensure any health and safety concerns are reported to the Operations Manager
• To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).

Equality and Diversity

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues
• Act in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rights

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