Administrator

Front Desk Tend to the front desk ensuring to greet patients and visitors on their arrival to the practice in a welcoming manner. Ensure all patients and visitors to the practice are signed in and directed to the relevant waiting area. Inform the relevant host for example, the GP, Nurse or Practice Manager of any patients or visitors arrival. Accept payments and issue receipts for non-NHS services. Support the Clinicians with booking ambulances/appropriate transport for patients according to protocols when required. Assist patients with requests for Blood Forms, Urine Forms and Xray forms, printing where necessary. Receive samples from patients, refusing those that have not been requested and/or expected. Keep the reception area, noticeboards, and leaflet dispensers clean, tidy and free from obstructions and clutter. Support in ensuring the reception area remains a calm environment for all. Politely and safely addressing any disruptive behaviours, escalating to management where appropriate. Clinical Coding Analyse patient records, extracting and accurately recording all relevant clinical information. Accurately code information, following coding protocol and using industry recognised codes. Examine records and documentation for missing information and ensure correct coding. Collaborate with clinical colleagues and other healthcare professionals to ensure information accuracy. Ensure the practice complies with clinical coding guidelines and protocols. Use DOCMAN to enter QOF data, ensuring correct SNOMED clinical codes are used Carry out administrative tasks relating to patient records, including filing, and document management. Medical Secretary To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and timely manner. Use of the E-referral system (ERS) and all other digital applications to assist in the referral of patients to hospital, including sending out relevant documentation to the patient. Resolving problems which relate to ERS. This includes changes to place of referral and dealing with rejected referrals. To make appointments, bookings and admissions as required To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. Prescriptions Process repeat medication requests, dealing with any query scripts including adding, altering and printing throughout the day. Process Acute prescriptions with support from the GP and Pharmacists as and when required. Expedite urgent prescriptions to help ensure a safe and responsive service for our Patients. Develop and maintain an effective process to manage any prescription backlogs that may occur, escalating any issues. Liaise with patients, GPs, health professionals and local Pharmacies regarding queries and requests ensuring timely and correct resolution. Answering incoming telephone calls from chemists and patients, ensuring calls are documented and redirected accordingly during allocated time. Keep up to date with medication protocols and ensure repeat medication is issued in line with these protocols. Actively monitor QOF medication reviews and requirements for patients and process accordingly. Raise any concerns including misuse of drugs to the GP and follow up as necessary. Distribute any safety alerts that come through to the relevant recipient in a timely manner. Registration and Appointments Process registrations both regular and temporary ensuring complete information and appropriate ID. Book in, amend and cancel general (GP/Nurse), clinic (Flu), QOF and third party (Physio) patient appointments in line with practice appointment procedures, ensuring coding is completed where necessary and optimum efficiency of the appointment system. Monitor the incoming E-Consult messages booking an appropriate appointment or directing to the most appropriate department. Monitor the 111 clinical screen and directing as appropriate. Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols. Ensure that patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to a GP where necessary. Chaperone patients and visitors when requested by line manager. Processing and handling of Cremation Forms and Death Certificates, informing required departments and accurately documenting details of passing. Advice and guidance Provide advice (non-medical) and contact details of third-party services to patients as required. For example, suggesting a patient contact the Urgent Mental Health Team. Respond to and/or redirect all general enquiries, explaining procedures where necessary and processing paperwork where required. Process referrals for the District Nurse. Action EMIS tasks and DOCMAN workflow in a timely manner. Communication Answer incoming telephone calls in a timely and professional manner, ensuring calls are documented and actioned and/or redirected as appropriate. Communicate with GPs, Nurses, and the Clinical Team as necessary including passing information across to processed, chasing documentation, results, and appointment information. Communicate in writing (letters and electronically) and verbally with a wide range of providers and users of services, including patients; carers; voluntary; social; primary and secondary care providers. Liaising with GP/Clinicians, forwarding concerns, chasing for samples, letters, prescriptions and other paperwork. Monitor the surgerys email account and action any requests needed, raising any urgent enquiries to your line manager where relevant Data Handling Document information received from patients or third-party agencies, accurately on EMIS. For example, urgent blood results from path labs, patients home blood pressure readings and any urgent referral advise provided to them. Undertake manual and electronic filing and retrieving of paperwork ensuring up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes). Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures. Equipment and stock control Efficient filling of sample pots, testing kits, appointment cards, registration paperwork and other necessary aids. Clearing and re-stocking stationery items in work areas as required ensuring low stock levels are reported to the relevant leads and ensuring a clear desk policy. Safely accept and record receipt of any vaccine/medication deliveries, ensuring safe storage of items and informing relevant departments. Pack specimens ready for collection by the local hospital. Miscellaneous Opening and locking up of practice premises (where needed) and maintaining security in accordance with practice protocols at all times. Keep up to date with any new guidance and changes within the team. Supporting in the training of new team members. Complete any special duties as outlined by your line manager. General Duties To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships. To contribute to the development of services, including processes, templates and principles. To take part in any statutory and mandatory training or other training and development programmes as requested.

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