The post holder will help support the wider administrative team with key admin duties within a busy GP Practice. Duties and responsibilities may be varied from time to time under the direction of the Team Leader, dependent on current and evolving Practice workload and staffing levels.
Main duties of the job
Main Duties
Clinical Summarising
Summarise patient medical records accurately, including correspondence.
Read-code information correctly on the clinical system.
Support and train other staff in summarising processes.
Private Work & iGPR
Manage all private work via iGPR, ensuring GDPR-compliant consent.
Process reports, liaise with GPs, patients, insurers, and external bodies.
Arrange appointments where required, scan and code documents, raise invoices, and track payments.
Set up new GPs on the iGPR system.
Records Management
Process incoming and outgoing medical records, including registrations, deductions, RIPs, and Lloyd George notes.
Liaise with PCSE, Child Health Bureau
Ensure accurate scanning, filing, and reconciliation of paper and electronic records.
SARs & Legal Requests
Handle straightforward SAR and LPA requests in line with Practice policy, escalating complex cases as required.
Administrative & Secretarial Support
Provide medical secretarial support, including referrals (e-RS), correspondence, and patient communications.
Manage SystmOne Links and Tasks, including deductions.
Operate and maintain the franking machine and process post.
Administer petty cash in the absence of the Senior Administrator.
General Duties
Undertake additional administrative tasks and training as required.
Be flexible and support cover for colleagues during leave or sickness
About us
Abington Park Surgery is situation close to Abington Park and has a patient register of 13,000 patients. It is a busy practice with 5 x GP Partners, 1 Salaried GP's and is a training hub for Registrars and Medical Students.
We have a strong nursing, reception and admin team and you will be joining an excellent team of staff who all support each other to ensure our patients receive appropriate care.
We form part of Christchurch Medical Centre and share the building with King Edward Road Surgery.
Job responsibilities
JobSummary:
Thepost holder will ensure administrative and clerical duties within the Practiceare carried out within the Practices guidelines and policies. They will provide administrative support andservices to all members of the Practice team and ensure the day-to-dayactivities of the Practice are carried out accordingly.
Duties andResponsibilities:
Dutiesand responsibilities may be varied from time to time under the direction of theTeam Leader, dependent on current and evolving Practice workload and staffinglevels:
ClinicalAdministration
* Process newpatient registrations promptly
* Process deductedpatient requests promptly
* Deal withSystmOne Link Screen queries for registrations and deductions
* Deal with FP69actions on a monthly basis
* Deal with medical recordsreceived on a weekly basis from Primary Care Support England
* Action dailySystmOne OOH and Non SystmOne OOH electronic notifications
* Process changeof name,address and telephone notifications
* Register anddeduct temporary resident patients promptly
* Communicateeffectively with other team members
* Communicateeffectively with patients and carers
* Recognisepatients needs for alternative methods of communication and respondaccordingly
OtherDuties
* Apply Practicepolicies, standards and guidance
* Discuss withother members of the team how the policies, standards and guidelines willaffect own work
* Participate inaudit where appropriate
* To undertakeother duties commensurate with this post as and when requested
Confidentiality:
* In the course ofseeking 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 theright to expect that staff will respect their privacy and act appropriately
* In theperformance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcareworkers. They may also have accessto information relating to the practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential
* Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons in accordancewith the practice policies and procedures relating to confidentiality andthe protection of personal and sensitive data.
Health & Safety:
The post-holder willpromote and maintain their own and others health, safety and security as definedin the practice Health & Safety Policy, to include:
Using personal security systems within the workplaceaccording to practice guidelines
Identifying the risks involved in work activities andundertaking such activities in a way that manages those risks
Making effective use of training to update knowledge andskills
Using appropriate infection control procedures, maintainingwork areas in a tidy and safe way and free from hazards
Equality and Diversity:
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
* Acting in a waythat recognises the importance of peoples rights, interpreting them in away that is consistent with practice procedures and policies, and currentlegislation
* Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Personal/Professional Development:
Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:
* Participation inan annual individual performance review, including taking responsibilityfor maintaining a record of own personal and/or professional development
* Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork.
* PLT Sessions
* Mandatorytraining as advised from time to time
Quality:
Thepost-holder will strive to maintain quality within the practice, and will:
* Alert other teammembers to issues of quality and risk
* Assess ownperformance and take accountability for own actions, either directly orunder supervision
* Contribute tothe effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance
* Work effectivelywith individuals in other agencies to meet patients needs
* Effectivelymanage own time, workload and resources.
Communication:
The post-holdershould recognise the importance of effective communication within the team andwill strive to:
* Communicateeffectively with other team members
* Communicateeffectively with patients and carers
* Recognisepeoples needs for alternative methods of communication and respondaccordingly.
Contribution to the Implementation ofServices:
Thepost-holder will:
* Apply practicepolicies, standards and guidance
* Discuss withother members of the team how the policies, standards and guidelines willaffect own work
* Participate inaudit where appropriate.
Person SpecificationQualifications
* Qualifications & Experience
* Educated to GCSE/O Level Grade C or above in English and Mathematics or equivalent knowledge or competencies.
* Experience of working as part of a team
* Experience of working in an administrative office environment
* Experience of working in the NHS
* Experience of working in the NHS
Skills and Abilities
* Excellent communication skills, with the ability to communicate with a wide range of people at all levels.
* Good organisational skills.
* IT literate (including use of standard software packages .i.e. Microsoft Office).
* Numerate and analytical.
* Self motivated ability to work on own initiative, with minimum supervision (while also knowing when to report to line manager).
* Ability to solve problems within area of work/knowledge
* Effectively manage own time, workload and resources
* Ability to challenge current processes and willing to try new ways of working to achieve more effective and efficient outcomes.
* Ability to adapt to and respond to change.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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