Administrator

Job summary

Invicta Health has an exciting opportunity for an Administrator to join the team on a full time basis.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

As anAdministrator, you will provide an important role in supporting the practiceteam with the day-to-day running of the practice by undertaking a variety of generaland clinical administration duties. You will act as the first point of contactfor patients contacting the practice, and work effectively to receive, assist,and direct them in accessing the appropriate healthcare professional or servicein a courteous manner ensuring confidentiality. You will provide a welcoming,friendly, and positive image to patients and visitors either in person, viaemail or via the telephone, portraying the practice in the highest possibleprofessional basis.

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

NHS Pension Learning and Development opportunities Progression opportunities Competitive annual leave entitlement Incremental pay progression Flexible working Approved blue light card provider Salary Sacrifice Schemes Car Lease Scheme Employee Assistance Programme Job description

Job responsibilities

Workflow/Clinical Coding

Scan, file and workflowclinical documents to the appropriate clinician.

Process new patientregistrations.

Analyse patient records,extracting and accurately recording all relevant clinical information.

Accurately code information,following coding protocol and using industry recognised codes.

Examine records anddocumentation for missing information and ensure correct coding.

Collaborate with clinicalcolleagues and other healthcare professionals to ensure informationaccuracy.

Ensure the practice complieswith clinical coding guidelines and protocols.

Use DOCMAN to enter QOFdata, ensuring correct SNOMED clinical codes are used

Carry out administrativetasks relating to patient records, including filing, and documentmanagement.

FrontDesk

Tend to the front deskensuring to greet patients and visitors on their arrival to the practice in awelcoming manner.

Ensure all patients andvisitors to the practice are signed in and directed to the relevant waitingarea.

Inform the relevant host forexample, the GP, Nurse or Practice Manager of any patients or visitors arrival.

Accept payments and issuereceipts for non-NHS services.

Support the Clinicians withbooking ambulances/appropriate transport for patients according to protocolswhen required.

Assist patients withrequests for Blood Forms, Urine Forms and Xray forms, printing where necessary.

Receive samples frompatients, refusing those that have not been requested and/or expected.

Keep the reception area, noticeboards,and leaflet dispensers clean, tidy and free from obstructions and clutter.

Support in ensuring thereception area remains a calm environment for all. Politely and safelyaddressing any disruptive behaviours, escalating to management whereappropriate.

Prescriptions

Process repeat medicationrequests, dealing with any query scripts including adding, altering andprinting throughout the day.

Process Acute prescriptionswith support from the GP and Pharmacists as and when required.

Expedite urgentprescriptions to help ensure a safe and responsive service for ourPatients.

Develop and maintain aneffective process to manage any prescription backlogs that may occur,escalating any issues.

Liaise with patients, GPs,health professionals and local Pharmacies regarding queries and requestsensuring timely and correct resolution.

Answering incoming telephonecalls from chemists and patients, ensuring calls are documented and redirectedaccordingly during allocated time.

Keep up to date withmedication protocols and ensure repeat medication is issued in line with theseprotocols.

Actively monitor QOFmedication reviews and requirements for patients and process accordingly.

Raise any concerns includingmisuse of drugs to the GP and follow up as necessary.

Distribute any safety alertsthat come through to the relevant recipient in a timely manner.

Registrations and Appointments

Process registrations bothregular and temporary ensuring complete information and appropriate ID.

Book in, amend and cancel general(GP/Nurse), clinic (Flu), QOF and third party (Physio) patient appointments inline with practice appointment procedures, ensuring coding is completed wherenecessary and optimum efficiency of the appointment system.

Monitor the incomingE-Consult messages booking an appropriate appointment or directing to the mostappropriate department.

Monitor the 111 clinicalscreen and directing as appropriate.

Receive and accuratelyrecord requests for home visits, assessing urgency in accordance with thePractices protocols.

Ensure that patients withoutappointments but who need 'urgent consultations are booked into appropriateslots and referred to a GP where necessary.

Chaperone patients and visitors when requested by line manager.

Advice and guidance

Provide advice (non-medical) and contact details of third-party servicesto patients as required. For example, suggesting a patient contact the UrgentMental Health Team.

Respond to and/or redirect all general enquiries, explaining procedureswhere necessary and processing paperwork where required.

Process referrals for theDistrict Nurse.

Action EMIS tasks and DOCMAN workflow in a timely manner.

Communication

Answer incoming telephonecalls in a timely and professional manner, ensuring calls are documented andactioned and/or redirected as appropriate.

Communicate with GPs, Nurses, and the Clinical Team as necessaryincluding passing information across to processed, chasing documentation,results, and appointment information.

Communicate in writing (letters and electronically) and verbally with awide range of providers and users of services, including patients; carers;voluntary; social; primary and secondary care providers.

Liaising with GP/Clinicians, forwarding concerns, chasing for samples,letters, prescriptions and other paperwork.

Monitor the surgerys email account and action any requests needed,raising any urgent enquiries to your line manager where relevant

Data Handling

Document information received from patients orthird-party agencies, accurately on EMIS. For example, urgent blood resultsfrom path labs, patients home blood pressure readings and any urgent referraladvise provided to them.

Undertake manual and electronic filing and retrieving of paperworkensuring up-to-date maintenance of both computerised and manual filing systems( patient notes).

Computer data entry/data allocation and collation; processing andrecording information in accordance with practice procedures.

Equipment and stock control

Efficient filling of sample pots, testing kits, appointment cards,registration paperwork and other necessary aids.

Clearing and re-stocking stationery items in work areas as requiredensuring low stock levels are reported to the relevant leads and ensuring aclear desk policy.

Safely accept and record receipt of any vaccine/medication deliveries,ensuring safe storage of items and informing relevant departments.

Pack specimens ready for collection by the local hospital.

Miscellaneous

Opening and locking up of practice premises (where needed) andmaintaining security in accordance with practice protocols at all times.

Keep up to date with any newguidance and changes within the team.

Supporting in the training of newteam members.

Complete any special dutiesas outlined by your line manager.

General Duties

Towork collaboratively and professionally with colleagues across Invicta Health,building and maintaining relationships.

Tocontribute to the development of services, including processes, templates andprinciples.

To take part in any statutory and mandatory trainingor other training and development programmes as requested.

Any other reasonable duties as directed by your linemanager.

Due to the changing nature of Invicta Health, jobdescriptions will evolve and are therefore subject to periodic review.

Person Specification

Experience

Essential

Understand the importance of maintaining patient and data confidentiality. Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations. Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting

Desirable

Knowledge of office management systems and procedures Experience of working with Microsoft packages including, word, excel and power point Experience of working with EMIS and DOCMAN Previous administration experience within a medical environment Knowledge and understanding of the National Health Service

Key skills

Essential

Able to communicate effectively and collaboratively across varied disciplines. Able to work in a well-organised and professional manner, maintaining concentration and accuracy Able to manage conflicting priorities Possess an aptitude for dealing with potentially difficult or demanding situations. Good telephone manner

Personal Attributes

Essential

Willingness to learn and adapt to change Highly customer focused Understanding and approachable Strives for excellence. Honest and fair. Leads by example. Positive can do attitude.

Qualifications

Essential

Good level of education including competent levels of numeracy and literacy

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