Administration Team Lead (Lydney Practice)

Job responsibilities

• Responsibility for all Medical Administration in the Lydney Practice. Working with the Practice Manager and Clinical Lead GP to ensure an effective, efficient and timely medical administration service is provided to patients.
• Lead the Medical Administration team in the Lydney Practice. Ensure that the Administration team are working effectively both individually and as a team. This will require leadership. line management, support, and a strong understanding of primary care information governance and Medical Administration.
• Ensure mandatory regulations and policies are followed including information governance and patient data compliance and confidentiality.
• Working with the Practice Manager and Lead GP, ensure continuous improvement of Medical Administration in the practice to support best patient outcomes. This will include policy and process reviews, audits, cross-training within the team, and changing the operating model in response to regulatory changes and/or emerging technology.
• Management of the Practice Administrative team members including Line Management (excluding clinical) responsibility for:
• Administrators
• Medical Secretary
• GP Assistant
• Coder
• Care Co-ordinator
• This line management responsibility includes involvement in recruitment, training, retention, performance appraisals and HR processes.
• Overall responsibility for all Administrative Team requirements including:
• Document Management and scanning
• Medical Reports Administration
• Coding of Medical correspondence
• Supporting QOF: Recalls sending invites for LTC reviews, childhood vaccinations, adult vaccinations (Pneumococcal, shingles, flu), high risk drug monitoring, cervical smears, PSA, MGUS, Familial hypercholesterolemia, Intramuscular injections.
• GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
• Monitoring footfall tasks assigned to Admin or the Nurses.
• Dealing with online access requests / queries.
• Referrals - raising referrals, dealing with referral queries from patients
• Patient requests for information (including Subject Access Requests), and medical reports.
• NHS, CQC and G DOC LTD Administrative requirements and compliance with policies.
• Links to Primary Care Support England, dealing with patient requests, urgent enquiries and patient list validation.
• Compile and submit information reports on compliance status, actions and workplan.
• Submitting claims (including CQRS, PHES, GCCG, FP34), liaising with the FOD, PCN monitoring IIF.
• GPA workload and tasks.
• Care-Co-ordinator workload and tasks.
• Organisation of Administrative Rota and cross-cover as required

For the right candidate and over time there may be the opportunity to evolve this position into a wider geographical Administrative Compliance & Information Governance role supporting the G DOC LTD Team.

Working conditions

• Frequent, prolonged VDU use.
• High levels of accuracy and attention to detail essential at all times.
• Occasional work in a time pressured environment.
• Some exposure to distressing situations and written material.

The job is primarily Lydney, Forest of Dean based; however, there may be occasional independent travel required to other G DOC sites and services in Gloucestershire including Gloucester city.

Wider Practice Responsibilities:

• As part of the Practice team, contributing to the delivery of QOF and enhanced services.
• Contributing to the management and development of the Primary Care Network, including the performance of work undertaken by the Practice as part of the PCN.
• Helping to ensure that the Practice remains safe and effective, including by the use of clinical audit and learning from significant events and complaints. Attending team meetings.

Other responsibilities with the Practice

• Applying Practice policies, standards and guidance;
• Contributing to the teaching and training of trainees, new employees and employees who are undertaking training;
• Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety, annual QOF Assessment of the Practice;
• Contributing to evaluation/audit and clinical standard setting within the organisation as applicable to your role;
• Attending training, Practice meetings and other meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;
• Contributing to audits and written returns to ensure that the Practice meets quality standards and receives the designated funding, as appropriate to your role;
• Treating colleagues with courtesy ...