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Practice Administrator
4 months ago
Job summary
St James' Practice Partners are looking for an organised, hardworking, IT literate and enthusiastic GP Administrator to join our Practice team.
Experience of admin duties in a GP Practice is preferable, but training will be given. Experience with Emis Web is also desirable and essential.
This role would suit someone with experience of general practice who is looking for a new challenge as a part time Administrator.
There is also an opportunity to combine this role with Medical secretarial duties for those looking to extend their working hours to 30hrs.
This should be made clear in your application form or CV
This role is available from 30th of June but an early induction can be arranged with the right and experienced candidate.
Main duties of the job
To provide the practice team with administrative support with particular emphasis on and QOF.
Information Technology:
Read Code discharge summaries
Read Code new diagnosis from clinic letters
Provide support and cover in all the following areas:
Re-calls for disease register
Process path results
Change printer cartridges
Rectify faults/basic troubleshooting/re-boot system etc
Support in updating the system with new technologies and training.
Liaise with the named GP, Bromley and EMIS if required.
Provide support and cover in all the following areas:
Update codes/templates
Monitor disease register templates
Diabetic retinopathy monitoring
Disease register maintenance
Exception reporting
Population Manager figures checking weekly
Audits and quarterly reports for the GPs
To liaise with the named QOF GP and the Practice manager
Liaise with the Practice Manager
Give support to other administrative staff within the practice and be prepared to assist with deadlines.
Uphold the practice No Smoking policy
Observe the practice policy with regard to patient confidentiality and Data Protection
Attend meetings and statutory training and other trainings as required
All other duties as requested by the partners and the manager which are deemed appropriate to the position.
Admin Tasks relating to:
QoF Recalls and coding
Registrations and Workflow Management
Practice eMails
System Administration, IT troubleshooting and ordering supplies
About us
St James Practice is a general practice in Beckenham,Bromley providing NHS primary care services to over 7000 patients. We have awell-established team of 4 GP Partners, 1 salaried GP, 1 GP Retainer, 2Practice Nurses, and 1 HCA.
We are a training practice with medical students and GPregistrars, we are involved in new projects to change the delivery of PrimaryCare. We work in conjunction with our PCN onsite Clinical pharmacists,Dietician, Physiotherapist, HCA and Health and Wellbeing Coach to expand thecare we provide to our patients. We are passionate about staff health andwellbeing and working together as a team. If you share our passion for the NHS;believe in the eternal value of quality primary care; and want to join anenthusiastic, forward-thinking team committed to patient and staff wellbeing asa Salaried GP, then; we would be delighted to hear from you.
The reward includes inclusion on the NHS pension andstandard annual leave pro rata.
Job description
Job responsibilities
Main duties are:
To lead in the management of QoF tasks
Sending recall letters/SMS
Creating TQuests for blood tests when required
Schedule and manage patient recalls for long-term condition reviews.
Coding
Clinical and administrative coding from docman workflow tasks and emis tasks
Registrations
Inputting new patient registration and inputting information from new patient health questionnaire
Send notification letter to health visitors of new patient registrations under the age of 5
Send HIV blood test invite to new adult registrations
Send task to notify allocated GP of new patient registration
Send new baby welcome letter/SMS
Send urgent medical records request to PCSE when needed
Send out-of-area letters to patients who have moved outside the practice catchment area.
Download Temporary Registrations (GMS3 Forms) from PCSE
Process change of address requests making sure all patients telephone numbers are also up to date
Process change of name requests making sure that Lloyd George files are updated
Workflow Management
Add/edit workflow manager configuration as and when needed
GP2GP electronic transfer file incoming electronic records and deal with rejections
Deal with registration amendments and rejections (if any) from PCSE
Document management - task 111 reports to GPs and code/file notifications of vaccinations
Match/Assign unmatched lab reports to named GPs
Code and file inbound smear results
Covid-19 results file negative results and assign positive results to named GPs
File and archive inbound bowel cancer screening results
Action Emis tasks from clinicians and admin colleagues
eMails
Practice emails sort through - workflow clinical letters and action administrative e-mails
eConsult emails book clinical e consults to GPs and action admin e consults
Docman emails regularly check for any documents in the exception inbox and update password when required
Other Admin Tasks
Patient Access/Proxy Access create new online users and deal with all patient access queries
NHS App help patients (if possible) with their queries
Friends and Family Tests collate patient responses
GP Patient List monthly patient/GP ratio monitoring and reporting
GP re-allocation when required
Practice letter templates keep updated
Send urgent e-mails and/or referrals outside of secretaries hours
Flu Programme assist PM to run the yearly flu recalls and out of hours clinics; update flu protocol
Deal with admin letters/telephone queries from patients
Ad hoc requests from doctors/practice management
Chaperone when required
System Administrator
Emis organization configuration manage users when required
Manage smartcards unlock smartcards when required
AccuRx - add/approve new Accurx users
Surgery Connect (Telephone System) administrator - add new users to Surgery Connect, edit x-flow when needed
Docman - creating new users, creating task templates and unlocking accounts
Website updates
I T troubleshooting
Action or liaise with IT support team for PCs, emis, docman, surgery connect, accurx
Ordering Supplies
PPE ordering supplies from the PPE portal making sure we have stocks at all times
Order stationery ensuring stationeries, IT consumables and office supplies are in stock at all times
Order recycling boxes for printer toners/cartridges and arrange collection.
Annual Leave/Sickness Cover when required .
Any other duties that may be related to this role and delegated by the Partners and the management.
Confidentiality
In 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 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 & Safety
The 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 the practice guidelines. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards. Actively reporting of health and safety hazards and infection hazards immediately when recognised. Keeping 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 holders role. Undertaking periodic infection control training (minimum annually) Reporting potential risks identified.Equality and Diversity
The post holder will support 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 legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.Personal/ professional Development
The post holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review. including taking responsibility for maintaining record of own personal and/or professional development Taking responsibility for own development , learning and performance and demonstrating skills and activities to others who are undertaking similar work Mandatory training must be completed when due and certificates produced for HR file.Quality
The post holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources.Communication
The post holder should recognise the importance of effective communication 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 of communication and respond accordinglyContribution of 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 appropriatePerson Specification
Experience
Essential
Excellent organisational and time management skills Strong communication skills, both written and verbal. Proficiency in typing and familiarity with medical terminology. Ability to work independently and as part of a team. Proficiency in using computer systems and software.Desirable
Experience in a healthcare setting and or administrator/ medical secretary work. Person Specification
Qualifications
Essential
Aware of accountability of own role and other roles in General Practice Awareness of data governance issues in primary care Awareness of the needs of patients Communication skills on all levels, written and verbal IT skills , Emis Web to use clinical system and documentation Organisation and time management and ability to work to deadline Excellent telephone manner and experience relaying accurate information in a courteous and straight forward manner Administrative or clerical experience Willingness to learn Adaptability Enthusiasm Team player Resilience
Desirable
Qualified to NVQ level 3 and above
Experience
Essential
Good knowledge of IT skills Knowledge of medical terminology Knowledge and experience using clinical systems both Emis Web and Word (training to familiarise with St James' practices will be given) Uses initiative Gets on well with people at all levels Can adapt and be flexible depending on service requirements Demonstrable ability to learn and apply training
Desirable
Good knowledge of IT skills Knowledge of medical terminology Knowledge and experience using clinical systems both Emis Web and Word (training to familiarise with St James' practices will be given) Uses initiative Gets on well with people at all levels Can adapt and be flexible depending on service requirements Demonstrable ability to learn and apply training