Administrator

Job summary

An exciting opportunity hasarisen for a part time administrator to join Beacon Medical group Admin team, The admin Team are part of theunseen hard-working team behind Beacon.

The successfulapplicant will help provide accurate data inputting and general note keepinginformation into our clinical system, processing information from other healthorganisations, companies & patients. Working to the team KPIS for dailyworkflow.

Supporting thewider team in a variation of recalls such as immunisation, cervical screeningas an example. Daily monitoring of the Groups mains email box, followingprocess to workflow the emails in a timely manner to the correct team orpersons.

This role is perweek across 3 days. Working pattern will be Monday day , Tuesday day off, Wednesday ,Thursday day off, Friday 8am-5pm

Interviews will be themorning 9th October 2024 at Plympton health centre.

Main duties of the job

This is a varied, administration &customer facing information role providing dedicated support to the wholePractice.

Toplay an active role to support patient care by ensuring checks are carried outpromptly and patients needs are recorded though read coding.

Tosupport and work closely with the management team providing a comprehensiveadministrative service.

Assistingwith the recall process to enable the practice to meet its targets.

Toensure administrative and clerical duties within the Practice are carried outwithin the Practices guidelines and policies.

Toenable the smooth registration of new patients, including meeting standards /targets

Other work as required to meet theneeds of the administration team

About us

Beacon Medical Group Practice isa single practice, Primary Care Network (PCN), providing care to 43,000patients across Plympton and the South Hams. We are a team of Partners,Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, ,Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios,Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners andAdministrative support staff. Our mission is to give all our patients the rightcare, at the right time, in the right place. We are a forward thinkingpartnership always looking for opportunities to improve services for ourpatients. We have a good reputation for delivering good healthcare, leading atscale and innovating primary care services. This is a really excitingtime to be joining us as we diversify our teams, our partnership and services.

If you join our team; you willreceive support, opportunities to grow in your role, training, and work withcolleagues who care about you.

Job description

Job responsibilities

Heading

Assisting with the recall process to enablethe practice to meet its targets.

To ensure administrative and clerical dutieswithin the Practice are carried out within the Practices guidelines andpolicies.

To enable the smooth registration of newpatients, including meeting standards / targets

To carry out administrative tasks relating topatient records, including scanning, filing, document management and ensuringpatients can access reports, prescriptions and that they are easily accessible.

Other work as required to meet the needs ofthe administration team

To beresponsible for your own continuing self-development, undertaking training asappropriate.

Toundertake other duties appropriate to the grading of the post as required.

Must beable to work flexible hours.

ScanningDuties

Sort all incoming patient related mail.

Action all electronic hospital correspondenceadding correctly into the patients medical record using read codes as agreedby the clinical team.

Scan patient related documents onto their medical record using read codes as agreed by theclinical team.

Process econsults for pill checks and asthmareviews to support reviews.

Add any additional information about thesource of the document.

Follow codding protocol guides, where suitablecode at 1st contact to reduce GP workload.

Forward the document to the doctor or nursewho initiated the referral or who is most appropriate to receive the information.

Ensure incoming letters are scanned onto thepatient record within agreed timescale, achieving set KPI for the team, in asafe manor.

Scan all internal paper documents on to therelevant patients record and then store the documents in line with surgeryprocedures.

Processing of all Out of Hours and ElectronicDischarge Summary reports and other patient reports received electronically inline with agreed protocols.

Liaise with out-of-hours provider

Documents include aswell as the above results suchas mammograms and diabetic eye screening, coding correctly to support QOF andrecalls.

Recalls

Action Recalls within own area ofresponsibility covering areas such as, but not exhaustive

Child Immunisations,

Cytology,

shingles,

pneumococcal

well woman.

Book appointments, send reminders andinformation regarding the above recall appointments. Flagging if no capacity onthe system.

Ensuring compliancewith Cytology Screening programme

Action audits for smears and inadequate smearsquarterly and annually updating generic spreadsheet and notifying nurses andGPs of the results.

Completion ofChildhood Immunisation Returns through weekly extractions.

Running reports forchild 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 withpractice protocol

Assist the Business Intelligence team withaudits related to QOF and Enhanced services, updating and amending coding asrequired.

Ensure accurate read-coding

Deal with queries relating to coding.

Summarising

Coding and summarising of all new patientsclinical records.

Ensure recalls for QOF, smears, immunisations,coils ect are added and actioned where suitable.

Action GP2GP and summarise in line with theprotocol.

Gain consent and request medical history forall military veterans before summarising and then summarise in given timescales.

All codes to be up to date and snow medcompliant to be 100% accurate to support improvement of the practice prevalenceand support population health work.

Administrative

Providingadministrative support for the Careers identifying newly registered carers,coding to aid any support needed in the future.

Providingadministrative support for new and emerging clinics such, but not limited to,MSK.

MSK includesmanaging waiting lists, booking appointments, chasing results and keepingpatients informed.

Maintaining SharedCare data base including administration of contracts for Shared Care Medicine.

Emails

The team areresponsible for daily monitoring and actioning both of Beacons main emailsdaily.

Action team groupemails daily.

Follow email processsending on in timely manors to suitable teams or persons.

Scan and workflowpatient related emails actioning and coding accordingly.

Action safeguardingemails as sensitive to the safeguarding admin team, with urgency.

Safeguarding

Process any documents that come into thepractice as sensitive and with urgency.

Follow protocol ensuring documents andconsultations are hidden using the appropriate function in system one.

Coding correctly using snow med codes toidentify at risk patients.

Updating the safeguarding spreadsheet.

Audit safeguarding spreadsheet every quarter.

Submitting audited spreadsheet to thesafeguarding Gps 2 weeks prior to every quarterly safeguarding meeting.

Attend quarterly safeguarding meetings.

Action outcomes from safeguarding meetings.

PatientRegistrations

Registrations

Responsible for ensuring the registration/deduction process is completed, liaising with external organisations asnecessary such as PCSE.

Change status of incoming records, asreceived, once summarised send to note space.

Merging electronic records and actionsrejections

Chase records not received.

Daily processing of the registrations linksand summary care records.

Processing patients if moved out of the areafollowing practice protocol coding or removing accordingly.

Run annual audit for out of area patientsfollowing process,

Ensure alltransfers off registration database are affected as and when applicable

Monitor accuracyof registration database as required producing any necessary reports asrequired.

Completion of any Registration audits asrequired by NHSE or the CCG

Coding birth information on mothers record.

Coding post natal checks

Check coding and submit documentation to childhealth in a timely manner.

Deductions

Recall notes from notes space storage.

Inline with the practice contract deductionpatients and return notes to authorities in set timelines.

Order labels and bags for return of records,

Print and process deductions, ensuring all therecord is printed and legible.

Action GP2GP for deduction.

Action and deduct any deceased patients inlinewith the death protocol.

INR

Pick INR results from pathology and tasksdaily.

Using INR * process and dose the INR.

Follow INR process if in range, notifying GPif out of range.

Arrange patient to be informed.

Running weekly reports for overdue INRs,actioning and contacting patients.

Pathology

Matching unmatched pathology reports multipletimes throughout the day.

Returning unmatched pathology to the labs.

Allocating GP pathology to allocated cover.

Tasks

Action all team tasks In a timely manor wherenecessary informing patients of information or actioning in records.

Updating and sending to all staff GP weeklyrota, ensuring its correct.

Personal/ProfessionalDevelopment

Thepostholder will participate in any training programme implemented by thepractice as part of this employment, such training to include:

Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development.

Taking responsibility for own development,learning and performance and demonstrating skills and activities to others whoare undertaking similar work.

Communication

Thepostholder should recognize the importance of effective communication withinthe team and will strive to:

Communicate effectively with other teammembers

Communicate effectively with patients andcarers

Recognize peoples needs for alternativemethods of communication and respond accordingly.

Quality

The postholderwill strive to maintain quality within the practice, and will:

Alert other team members to issues of qualityand risk.

Assess own performance and take accountabilityfor own actions, either directly or under supervision.

Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance.

Work effectively with individuals in otheragencies to meet patients needs.

Effectively manage own time, workload andresources.

Contributionto the implementation of services:

Thepostholder will:

Apply practice policies, standards andguidance.

Discuss with other members of the team how thepolicies, standards and guidelines will affect own work.

Participate in audit where appropriate.

Health and Safety

Thepostholder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice health & safetypolicy, the practice health & safety manual and the practice infectioncontrol policy and published procedures.

Ensure allmembers of staff comply with the Groups health and safety policy

Carry out riskassessments to comply with current Health and Safety legislation

Ensure any healthand safety concerns are reported to the Operations Manager

To beaware of and adhere to applicable practice rules, regulations, legislation andprocedures, national legislation (Health and Safety, COSHH, Data Protection).

Equality and Diversity

The post-holderwill support the equality, diversity and rights of patients, carers andcolleagues

Act in a way thatrecognises the importance of peoples rights, interpreting them in a way thatis consistent with group processes and policies and current legislation

Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in amanner that is welcoming, non-judgemental and respects the individualscircumstances, feelings, priorities and rights

The details contained in this job descriptionare not exhaustive and may change as the post develops.

Person Specification

Qualifications

Essential

Evidence of a good general standard of education Good IT skills NVQ Administration level 2 or equivalent level of experience Experience in similar role will be considered

Desirable

NVQ Administration level 3 or equivalent level of experience

Experience

Essential

Used to working in a high volume office environment Able to work under pressure and to tight deadlines Dealing with the public enquiries Previous experience of data entry or coding Knowledge of the Data Protection act and how this is applied in practice Understanding of databases, coding and extraction of data for reporting purposes

Desirable

Previous experience working in an administrative role within a GP practice 2 years experience of clinical coding Understanding of QOF and Enhanced Services and how accurate coding supports delivery Ability to produce reports for quality audits

Values

Essential

The candidate must demonstrate an understanding of our values.

Skills

Essential

Computer skills including good knowledge of databases and record keeping, Microsoft Word and Excel. Good organisational and time management skills. Highly numerate Excellent Interpersonal skills Team player Good communication skills both verbal and in writing Flexible approach to work Accurate keyboard or data entry skills Ability to work using own initiative under minimum supervision Ability to prioritise and plan own workload Problem solving skill Accurate and methodical approach Recognise own development needs and recognise how these may be met

Desirable

Ability to co-ordinate tasks Ability to prioritise and manage own workload against changing priorities, delegating where appropriate Good working knowledge and experience of using SystmOne including read coding, electronic discharges, OOH reporting Data Analysis

The group values

Essential

The candidate must demonstrate an understanding of our values

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