SPA MEDICAL CENTRE



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JOB DESCRIPTION

JOB TITLE: Practice Administrator (Job Share arrangement)

DEPARTMENT: Administration

HOURS: 25 hours per week over three days; Wednesday, Thursday and Friday, during the hours of 09:30 – 18:30. Holiday and sickness absence cover required to ensure continuity of service.

RESPONSIBLE TO: Deputy Practice Manager / Practice Manager

SALARY: £17 200

AIM OF POST

To provide the highest standard of administrative support to the General Practitioner Partners and Practice Manager of Spa Medical Centre. Always acting in a helpful and courteous manner to patients and staff, providing a high standard of customer service to patients, internal and external agencies at all times.

QUALIFICATIONS FOR ROLE:

A level or above

GENERAL OUTLINE OF DUTIES

NON NHS WORK

➢ Process all private medical reports for the practice on a daily basis, ensuring a high quality report and efficient service to the public. Invoicing companies for all work produced, liaising with the Accounts Administrator when payments arrive into the Practice.

➢ Copy notes for Solicitors firms, Insurance companies or at the patients request.

➢ Creating, maintaining and updating databases/spreadsheets for claims made.

➢ Organising medical examinations for insurance companies with the GP’s on an ad-hoc basis. Producing quarterly reports for the GP Partners on activity to date.

➢ Liaising closely with the GP’s to ensure all reports are processed in the required timeframe, prioritising work as required.

CUSTOMER CARE

➢ Provide cover in Reception, either face to face or by phone, to ensure the correct service levels and smooth running of the department.

➢ Be familiar with the practice computer systems and respond to minor queries/issues/problems in-house. Liaise with the IT service desk at the CSCSU for larger problems.

➢ Take telephone messages accurately and politely and deal with ad-hoc enquiries.

➢ Provide basic cover for other admin staff during holidays, sickness or vacancy. Assist with admin workload, as and when required.

QOF WORK & ADMINISTRATIVE SUPPORT

➢ Process the Long Term Conditions and recall system. Working closely with the Chronic Disease Nurses and Reception Manger to ensure a rolling process is in place for calling patients in, on a regular, structured basis.

➢ Working closely with the Nursing team to ensure all patients on a disease register are reviewed and coded appropriately, meeting all QOF quality indicators and targets. Working closely with the Locality Nurse Practitioner/TCOP Nurses to ensure all QOF related work is completed in a timely manner in the Nursing and Residential Care Homes and housebound patients.

➢ Managing specific QOF clinical indicators, using Systmone as a management tool to track and monitor current progress against targets set, attending quarterly / regular reviews to ensure maximum points are achieved by year end.

➢ Involved with audit work, running searches on the computer system, assisting clinical staff when required.

➢ Involved with data validation exercises as and when required for Bath, Swindon & Wiltshire CCG.

➢ Conducting monthly stock take and processing FP34 claim forms, submitting the forms to the BSA (Business Services Authority, formerly known as the PPA) by the set deadline.

➢ Processing patient specific documents onto the clinical system, adhering to the Document Processing procedure.

➢ Entering significant diagnosis on to the computer, following practice policy.

➢ Maintaining and updating the Practice Prostap, Methotrexate, Vitamin B12 registers, ensuring all patients are called and recalled at the appropriate times.

➢ Investigating and processing any secondary care DNA appointments for children.

➢ Co-ordinating invites and recalls for NHS Healthchecks.

➢ Co-ordinating invites and recalls for Learning Disabilities Healthchecks.

➢ Processing patient deaths for the practice, when required. Adding any relevant information to the Key Information template on SystmOne for end of life care.

➢ Recording any childhood immunisations on to the computer, during child imms clinics when required.

➢ Co-ordinating all appointments for the six week development checks with the appropriate GP’s, when required.

➢ Recording Adult and Child Safeguarding information, when required.

➢ Stationery ordering, when required.

➢ Summarising new patient records onto the Practice clinical system.

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 the 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 AND 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, Health & Safety Manual, and Infection Control Policy and published procedures. This will include:

➢ Using personal security systems within the workplace according to 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 holder’s role.

➢ Undertaking periodic infection control training (minimum annually).

➢ Reporting potential risks identified.

EQUALITY AND DIVERSITY

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

➢ Acting in a way that recognises the importance of people’s 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-judgmental 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 a 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.

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 the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s 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 people’s needs for alternative methods of communication 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

FLEXIBILITY

This job description is not intended to be exhaustive. The post holder will be expected to adopt a flexible attitude towards the duties outlined, which may be subject to adjustments at any time in consultation with the post holder and in line with the needs of the Practice.

This is a job share; two staff members are required to fulfil the role over five days, with cover required during sickness and holiday absence to ensure continuity.

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