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Admin Assistant

1 month ago

Swindon, United Kingdom The Whalebridge Practice Full time

Job summary

We are a GP Practice in Swindon, looking to recruit an enthusiastic and motivated Admin Assistant. With a growing practice population, we are keen to continue to develop our admin team across 3 sites within duties are diverse and include reception duties, preparingprescriptions and generating referrals.

Trainingwill be given in all aspects of the job, so the successful candidate will bekeen to learn new skills and enjoy interacting with people. They must also beconfident using IT.

Main duties of the job

We are looking for someone with excellent communication skills and a commitment to working as part of a strong and effective admin team. We are looking to recruit a full time personWe are open Monday to Friday from 8am to pm. All of the Admin Team will be required to work shifts within these opening times and shifts that are rostered at least a month in advance.

About us

Whalebridge Practice is looking for an admin assistant to join their team, to work over 3 sites within Swindon. Ideally the successful candidate will have previous admin experience.

The role is for hrs per week

Job description

Job responsibilities

MAIN ROLE AND PURPOSE OF THE POST

This role iswithin the Clinical Admin Team, who support all aspects of patient care acrossthe company. The Admin Assistant is adevelopmental role. They will beexpected to develop the skills necessary to work in all aspects of the adminteam.

Provide admin support to all clinicalareas of the company.

Be a first point of contact forpatients.

Assist patients to access the servicesthat they need.

SPECIFICRESPONSIBILITIES

Theresponsibilities described below are those of the clinical admin team.

Access

Answer the telephone as a priority andrespond to the caller in an appropriate manner.

Man the reception desk. Book appointment, signpost to other servicesand support patients care.

Data Flow

Action all incoming data received through electronictransfer, e-mail and post. Ensure thatit is coded and reviewed by an appropriate clinician.

Action outgoing data through electronic transfer,e-mail, sms message or post.

Clinical Support

Action tasks from the clinical team.

Administer the recall system for patients with longterm conditions.

Monitor the uptake of all screening programmes andmanage additional recalls as required.

Apply clinical coding to patient records asappropriate.

Update the Open Exeter system.

Monitor the childhood immunisation status of allchildren and liaise with the Child Health Department as necessary.

Maintain waiting lists of patients for specialistclinics and ensure that they are given appropriate appointments.

Outgoing Information

Ensure that referrals are processed inaccordance with national timelines and liaise with the referral managementcentre as necessary.

Audio type patient referrals and submitthem through the E-Referral system.

Deal with any referral queries fromclinicians and patients.

Assist patients where necessary to make outpatientappointments.

Action requests for medical reportsincluding liaising with patients to confirm consent is obtained and finance toconfirm payment is received.

Action Subject Access Requests in linewith GDPR legislation.

Patient records

Action applications for registrations ensuring thatpatients provide all necessary information and are made aware of consent toshare information and on-line access to records.

Action the transfer of patient records,electronically and in hardcopy.

Summarise hardcopy records to ensure the electronicrecord is complete.

Ensure that SystmOne is reconciled to PCSE through GPLinks.

Return hardcopy records to PCSE for patients who areno longer registered.

GENERAL RESPONSIBILITIES

Confidentiality

You shall comply with the General Data Protection Regulations whenprocessing personal data for patients and staff.

You must be aware of the Caldicott Principles as they affect yourwork. You can address any questions inrelation to this to your line manager.

Any data breaches should be reported immediately to the Data ProtectionOfficer.

All enquiriesfrom the media must be referred to a Director.

Health and Safety

All employees have astatutory duty of care for the safety of themselves and others. Employees are required to report any hazards assoon as they are identified.

Allstaff must contribute to the management of risk. This requires them to assess the risk in allsituations, take of appropriate actions to mitigate any risks identified andreport all hazards, incidents and near misses.

All building occupied by staff arenon-smoking environments. No-one maysmoke or vape in the building. Staff whosmoke or vape outside the buildings should cover their uniform.

Flexibility Statement

The content of thisJob Description represents an outline of the post only and is therefore not aprecise catalogue of duties and responsibilities. It is intended to be flexible and subject toamendment in the light of changing circumstances and following consultationwith the post holder.

Person Specification

Qualifications

Essential

Received a basic education English Language GCSE at grade C or above or equivalent

Desirable

Hold ECDL or other IT qualification.

Experience

Essential

Excellent keyboard skills Experience of working with Microsoft Office Understand patient confidentiality Experience of managing an e-mail account Be confident to speak to people both in person and on the telephone. Be non-judgemental Flexible and able to adapt to change Able to prioritise workload Demonstrate a commitment to personal development Have worked in a team Have experience of face to face or telephone contact with the public

Desirable

Experience of SystmOne or another clinical system Experience of audio typing Demonstrate and understanding of data protection Understand READ coding Have worked in a health setting Have a clinical background