Administrator (Ophthalmic)/Receptionist (Care Coordinator)

Job summary

We are looking for Full time or Part time Administrator(Ophthalmology)/Receptionists (Care Coordinator) Monday 08:00-18:00 A shift on a Friday and some hours during the weekend.Other shifts negotiable.

Main duties of the job

Provide administrative support when required for Faversham Medical Practices contribution towards Primary Care Network (PCN) activity. Be responsible for the administrative processes and procedures of the Practice ensuring all functions are carried out in accordance with agreed procedures, protocols and timescales working closely with the Community Services Manager, Office Manager, Finance Manager and Business Manager and providing administrative support to clinical staff and other members of the practice team. Work to maintain standards expected by the Care Quality Commission. Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies. Ensure timely submission of claims and invoices. Provide an administrative support to the Practice (GPs, staff and visiting Consultants) through an excellent working knowledge of various IT systems. Be able to provide information as required through searches and data extraction using various IT sources.

About us

We are a GP Practice and Urgent Treatment Centre working from Faversham Health Centre.

We are a friendly and supportive team.

Faversham is a beautiful, historic market town. It is close to the vibrant city of Canterbury; just 60 miles from London and yet within easy reach of attractive coastline areas and beaches.

Job description

Job responsibilities

Ophthalmology Services

Answer the eye services phone line, deal with queries andmake appointments for patients to consult with eye clinic clinicians. Registration of patients on the Eye Clinic Software usingthe Practice computer and updating of address and contact details. Ensure patient test results are available for nextappointment and forwarded onto patients own GP. Prepare clinic lists and ensure paperwork is available foreach patient. Send out appointment letters in a timely manner. Record and manage triage of new referrals. Print out clinic letters and distribute to relevantparties in timely manner. In conjunction with the Community Services Manager, planclinic dates at least 3 months in advance. Rearrange clinics where necessary. Manage minor op lists to ensure optimal benefit forpractice and patients. Manage waiting times and bring it to the attention ofCommunity Services Manager in a timely manner if waiting times are going to exceed targets. Filing of paperwork. Putting away, rotate and tidy stock. Co-ordinate appointments for follow up clinics. Ensure adequate staff are available for clinics 2nurses for certain minor ops, in conjunction with the Community Service Manager and relevantClinician. Collate and input patient satisfaction scores producingquarterly reports. Deal with day to day enquires and change of appointmentsfor patients. Liaise with hospital eye service and other providers. Keep all stationery including questionnaires, referralforms up to date and well stocked, informing Community Services Manager where appropriate. Attend eye clinic meetings and minute these if required.These meetings may be outside of normal working hours. Cover eye clinic reception when required. Liaise with clinicians concerning queries, messages andtriaging. Attend practice meetings and training as necessary. Any other clerical task delegated by the Partners,Business Manager or Community Services Manager and which is within the scope of the post holder.

Enhanced Services

Act as Practice Administrator for claims related toEnhanced, National or Local Services. Act as Administrator for processing the PracticePrescription Pricing Authority (PPA) claim.

Clinical Services

Keep up to date with any changes in contracts andspecifications to assist with making claims. Receive and action as appropriate the patient tracker -this might include booking in patients and sending them information, contactingConsultants and liaising with the Trust. Take part in meetings as appropriate. To ensure correct SNOMED (READ) codes are being used andall patient activity is being correctly recorded in the computer system. Set up and complete monitoring spreadsheets wherenecessary within the practice. Assist with checks on activity to ensure correctprocedures and timescales are being adhered to. Monitor activity and patient satisfaction for allintegrated services. Respond to queries and liaise with outside agencies whereappropriate.

Urgent Treatment Centre

Assist the Finance Manager with the monthly claim,processes, policies and protocols. Attend meetings where appropriate.

Practice Accounts

Assist the Finance Manager with monthly invoicing,processes and data collection. Assist the Finance Manager with checking of deliverynotes. Assist the Finance Manager with filing of invoices.

Reception cover (when required)

Processing personal and telephone requests forappointments, visits and telephone consultations and ensuring callers are directed to theappropriate healthcare professional. This may be for GP or nurse/Health Care Assistant clinics,Urgent Treatment Centre or any other service as required. Processing and distributing incoming (and outgoing) mail. Taking messages and passing on information. Filing and retrieving paperwork. Processing repeat prescriptions in accordance withpractice guidelines. Scanning of post, new patient notes, previously filedpatient notes and other documents as required. Administrative duties including Urgent Treatment Centreprocesses, policies and protocols. Chaperoning duties. Computer data entry/data allocation and collation;processing and recording information in accordance with practice procedures. Providing help and information to patients and visitors. Initiating contact with and responding to requests frompatients, other team members and associated healthcare agencies and providers. Clearing and re-stocking consulting rooms as required. Providing clerical assistance to practice staff asrequired from time to time, including word/data processing, filing, photocopying and scanning. Ordering, re-ordering and monitoring of stationery andother supplies. Re-stocking the stationery cupboard with these supplies. Provision of refreshments for staff and visitors asrequired; washing up afterwards and keeping the kitchen area clean and tidy. Keeping the reception area, notice-boards and leafletdispensers tidy and free from obstructions and clutter. Act as Practice Administrator for training records for allGPs and staff.

Confidentiality:

In the course of seeking treatment, patients entrust uswith, 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 theirprivacy and act appropriately In the performance of the duties outlined in this jobdescription, the post-holder may have access to confidential information relating to patients andtheir carers, practice staff and other healthcare workers. They may also have access toinformation relating to the practice as a business organisation. All such informationfrom any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the practice may only be divulged to authorisedpersons in accordance with the practice policies and procedures relating to confidentialityand the protection of personal and sensitive data Ensure patient and Practice information is keptconfidential and secure at all times, in accordance with the Information Security and Confidentialityprotocols and in line with General Data Protection Regulations 2018.

Safeguarding:

It is the responsibility of all staff at Faversham MedicalPractice to;

Safeguard and promote the welfare of children andvulnerable adults. Ensure their safeguarding adults and safeguarding childrentraining is up to date at the level appropriate to their role. Ensure the safeguarding policies and procedures in placewithin the Practice are adhered to during employment.

Personal/professional development:

The post-holder will participate in any training programmeimplemented by the practice as part of this employment, with such training to include:

Participation in an annual individual performance review,including taking responsibility for maintaining a record of own personal and/or professionaldevelopment Taking responsibility for own development, learning andperformance and demonstrating skills and activities to others who are undertaking similarwork

Quality:

The post-holder will strive to maintain quality within thepractice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for ownactions, either directly or under supervision Contribute to the effectiveness of the team by reflectingon own and team activities and making suggestions on ways to improve and enhance the teamsperformance Work effectively with individuals in other agencies tomeet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effectivecommunication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods ofcommunication and respond accordingly

Contribution to the implementation of services:

The post-holder 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 Person Specification

Qualifications

Essential

GCSE grade A to C in Maths and English

Desirable

Formal qualification in IT ( CLAIT, ECDL).

Experience

Essential

Excellent working knowledge of various IT systems including Excel, Word and the internet.

Desirable

Experience in primary care/NHS/caring profession. Experience in using EMIS clinical software. Experience of dealing with members of the public. Previous experience in an analytical role. NHS or recent practice experience.

Knowledge and Skills

Essential

Good communicator (verbal & written) both upwards and downwards (to management and anyone directly reporting). Ability to work autonomously and initiate / self-direct own workload. Ability to maintain confidentiality as per Job description and in line with GDPR 2018. Excellent organisational and problem solving skills. Excellent literacy skills. Ability to deal with external organisations in a pleasant and professional manner. Ability to carry out complex administration and record keeping in an office environment.

Desirable

Evidence of organisational skills.

Other

Essential

Evidence of the ability to grasp new concepts and work on a self-directed basis. Demonstrate due regard for safeguarding and promoting the welfare of children. Interest in/aptitude for learning new skills/taking on new challenges.

Desirable

Evidence of job stability ( < 2 employers in last 10 years). Evidence of recent self-directed learning or development. Checkable employment history > 3 years.

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