Practice Administrator

Newland surgery Normanton Wakefield : Permanent PositionAdministrator 16 to 20 Hours per week over 4 or 5 days plus occasional overtimeWe are a busy small practice and now seeking a Part time Practice Administrator to start as soon as possible. As a administrator you will work with the practiceteam to meet the needs of our patient population and support the delivery ofour services.Please visit www.thenewlandsurgery.co.uk for further details of the PracticeMain duties of the jobManagement of medical recordsManagement of cytology call/recallImmunisation recallsReception Duties, processing of repeat prescriptions and scanning when requiredSummarising and read coding of notesCover secretarial duties: referrals – choose and bookManagement and call/recall of patient registersCall/recall of patients on QOF and administration of enhanced service claimsSet up and run searches, update templates, audits and recalls as required by the practice teamBilling & invoicing and accounts (medical reports & copy records)Management of appointment systemOperation of the telephone systemTroubleshooting and reconciliation of clinical database, IT & reporting of faultsStart & End of Day ProceduresExcellent communication skills, both written and verbalStrong organisational and time‑management skillsAbility to deal with confidential information and follow set processesGood team playerReliable, trustworthy and hardworkingOther administrative duties considered appropriate to the postStaff trainingIf you wish to apply, please attach CV with covering letterFor further information or an informal visit, please contact the Practice Manager by telephone: 01924 220256 or email: jislam@nhs.netAbout usApproximately 5700 patientsFriendly 2 partner practice with 2 nurses, one HCA and an excellent admin/reception supportPurpose built premises in NormantonFree ParkingSystem One Clinical IT systemPart of Primary Care Network Wakefield Health Alliance NorthJob responsibilitiesJOB TITLE PRACTICE ADMINISTRATORRESPONSIBLE TO PRACTICE MANAGERMAIN PURPOSE OF THE POSTTo provide administrative and clerical support to all members of the practice team.To ensure the provision of exceptional customer service to patients.To ensure Confidentiality & Data Protection policies are observed.To ensure Practice Policies & Procedures are carried out.MAIN RESPONSIBLE AREAS OF THE POSTManagement of medical recordsManagement of cytology call/recallImmunisation recallsReception duties, repeat prescriptions and scanning when requiredSummarising and read coding of notesManagement and call/recall of QOF patients on registers and Enhanced Service claimsSet up and run searches, update templates, audits and recalls as required by the practice teamBilling & invoicing and accounts (medical reports & copy records)Management of appointment systemOperation of the telephone systemTroubleshooting and reconciliation of clinical database, IT & reporting of faultsManagement of medical records, Summarising and ScanningEnsure medical records are kept up to date with all necessary information, neat and tidy in good repair (electronic and Lloyd‑George records)To summarise all incoming new patient records and update existing records of patients not already summarised.To summarise and read‑code all hospital correspondence onto the computer system.Scanning all incoming and outgoing patient information into the appropriate electronic patient medical record as per practice procedure as required.Call / Recall and Administration of Patients on RegistersTo call or recall patients on specific disease registers as per practice procedurePatients on QOF registers, abnormal smear register, child immunisation, health surveillance and post‑natal examinations, etc.Management of Long‑term Conditions: call/recall and administration. Maintain high risk registers (vulnerable patients, learning disabilities, safeguarding etc.)Full management and administration of the practice cytology procedure call recallSecretarial DutiesTo cover the secretary whilst on leave, completing all referralsTo offer other secretarial duties as required by manager or doctorsCompletion of insurance forms and medical reportsTo copy patients medical record, invoice and record all requests from external agencies including receipt of payments as per practice procedureTo take minutes of meetings as and when requiredManagement of Appointment SystemsEnsure total familiarity with appointment systems including regular and incidental variationsBook appointments and recalls ensuring sufficient information is recorded in medical recordMonitor effectiveness of the system and report any problems or variations requiredAdding of clinical rotas onto the computer system and maintenanceReception DutiesGreet and assist patients and visitors promptly and courteously. Constructive working relationships with colleagues and visitors.Complete the Electronic Appointment Diary to ensure efficiency of appointment system and monitor flow of patients into consulting rooms.Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.Advise patients of relevant charges for private services, accept payment and issue receipts for same if required.Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to duty Doctor.Action request for ambulance transportationEnsure reception area and waiting areas are kept neat and tidyEnsure adequate stationary and appropriate forms are available at all times.GP Registration and Pathology LinksAccessing and dealing with all work received through GP registration Links and GP Pathology Links as per practice procedure.Adding new and temporary patients including babies, deductions, updating patient records with change of address/name/DOB, matching patients in GP path links etc.Operation of the Telephone SystemReceive and make calls as required. Divert calls and take messages as appropriate.Ensure that the system is operational at the beginning of each day and switched over to night service at the end of the day.Start & End of Day ProceduresOpen up the premises at the start of day, set alarm to day function and make all preparations to receive patients.Secure premises at the end of each day. Building is totally secured, internal lights off and alarm activated.Repeat PrescriptionsReceive patient requests for authorised repeat prescriptions whether in writing, verbally or online.Where information retrieved is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action.Ensure that problems and queries regarding repeat prescriptions are brought to the attention of the appropriate doctor and that follow‑up action is taken to resolve matters.Any other delegated duties considered appropriate to the postSound knowledge of Windows and MS Office and System 1An understanding, acceptance and adherence to the need for strict confidentiality, data security & protection at all timesExcellent problem solving, verbal and written communication skillsFlexible approach, team player and a good sense of humourConfidentialityIn 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 & SafetyThe 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 guidelinesIdentifying the risks involved in work activities and undertaking such activities in a way that manages those risksUsing appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazardsActively reporting health and safety hazards and infection hazards immediately when recognisedKeeping 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 holder’s roleUndertaking periodic infection control training (minimum annually)Equality and DiversityThe post‑holder will support the equality, diversity and rights of patients, carers and colleagues, to include:Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislationRespecting the privacy, dignity, needs and beliefs of patients, carers and colleaguesBehaving in a manner which is welcoming to and of the individual, is non‑judgemental and respects their circumstances, feelings priorities and rights.Personal/Professional DevelopmentThe post‑holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.QualityThe post‑holder will strive to maintain quality within the Practice, and will:Alert other team members to issues of quality and riskAssess own performance and take accountability for own actions, either directly or under supervisionContribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performanceWork effectively with individuals in other agencies to meet patients needsEffectively manage own time, workload and resourcesCommunicationThe post‑holder should recognise the importance of effective communication within the team and will strive to:Communicate effectively with other team membersCommunicate effectively with patients and carersRecognise peoples needs for alternative methods of communication and respond accordinglyContribution to the Implementation of ServicesThe post‑holder will:Apply Practice policies, standards and guidanceDiscuss with other members of the team how the policies, standards and guidelines will affect own workParticipate in audit where appropriateAn ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patient enquiries and requests.Other duties appropriate to the postOther duties appropriate to the postPerson SpecificationQualificationsGCSE grades A to C desirableExperienceSkills and FlexibilityGood interpersonal and communication skillsAbility to work flexibly and do occasional overtime to cover holidays and sicknessDisclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. #J-18808-Ljbffr