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Administration Assistant

2 months ago

Ipswich, United Kingdom Ivry Street Medical Practice Full time

Job summary

An opportunity has arisen to work within our friendly and pro-active GP surgery.

You will be part of a small team, and will be able to demonstrate excellent attention to detail, and have good administrative skills to help us maintain patient care. You should be able to multi task and have experience using Microsoft outlook/word/excel, and have a professional and exceptionally friendly telephone manner.

Main duties of the job

Deal with medical records and correspondence to the relevant GP's

Deal with enquiries from patients, GPs and other medical and non-medical professionals

Update patient records, which may include chasing results

Scan medical documents in a timely manner

To set up / amend the diary rota as required

To perform such duties consistent with the position which may be allocated to you

Remain up to date with all mandatory training

The role is for someone who can work well under pressure, enjoys being part of a small team and is keen to learn about our practice and patients

About us

We are friendly and professional GP Practice based just outside of the main town of Ipswich, and close to the popular Christchurch Park. Our team consists of 4 partners, 4 salaried GPs, 4 practice nurses, 2 health care assistants, 1 paramedic, 1 advanced nurse practitioner, clinical pharmacy and medicine management team, social prescriber, mental health teams, PCN manager and practice manager.

We work with approx 13000 patients on our list

Job description

Job responsibilities

PRIMARY RESPONSIBILITIES

Process incoming and outgoing mail, emails and enquries in a timely manner

Photocopy documentation as required

Process changes to patient registration, deduction of record and new patient registration

Input data into the patients' healthcare records as necessary

Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

Accurately clinically coding data on S1 into the patient record

Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed action

Inputting and extracting data as required to support practice reports

Scanning patient related documents and attaching scanned documents into patients' healthcare records

Carrying out system searches as requested

Reviewing records and accurately producing a summary of the patient's medical history

Review all clinical letters ensuring they are processed appropriately in line with extant protocols

Typing letters, reports and associated documentation as required

Liaising with external agencies, such as hospitals and community services, ensuring referrals are processed efficiently

Maintaining an accurate referrals database

Processing referrals using the electronic referral system (eRS)

Processing requests for information , SAR, insurance / solicitors letters and DVLA forms

Maintain a clean, tidy, effective working area at all times

Support all clinical staff with general administrative tasks as requested

SECONDARY RESPONSIBILITIES

Support reception staff, providing cover during staff absences

Book appointments

There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels

Person Specification

Experience

Essential

1. Experience of working in a team environment 2. Ability to communicate clearly, confidently and professionally 3. To be able to prioritise and manage time effectively 4. Organisation and planning skills 5. An understanding, acceptance and adherence to the need for strict confidentiality 6. Ability to work without direct supervision and determine own workload priorities 7. Able to work under pressure in a constantly changing and demanding environment 8. Ability to work the desired hours for this post

Desirable

1. Experience of working in a GP Practice / Healthcare setting 2. Experience of using SystmOne