GP Administrator

Job responsibilities

Scanning Clinical Documents (Workflow)

Ensuring letters are scanned onto the correct patient

Follow inhouse protocol on handling clinical correspondence

Action any documents/results as per inhouse protocols

Removing letters from the incorrect patients record

Send any letters for NOPs back to the relevant place

Regularly check the new baby's hospital letters, to see if the baby is now registered

Empty the drawer in the admin Recalling patients for their chronic disease management room every new month

Coding of Clinical Documents

Paper letters

Code and file documents received from external sources

Electronic letters

Assigning letters to the relevant clinician

Adding diary dates for lab requests from the consultants

Smear Re-Call

Cytology recall - Prior notification list

Cytology Exeter Electronic Cards

Patient Registrations:

Adding the patient to the system

Coding of the new patient questionnaire

Sending the patient relevant registration letters

Assigning the patient, a named GP

Processing GP2GP records

Creating tasks for Clinical Pharmacist / MM re medication

Processing of Adoptions / Gender re-assignments

Assist the reception team / clinicians with all registration queries

Contacting PCSE / previous GP re medical records

Adding mothers and new-borns to the spreadsheet

EMIS Registration Tab

Amendments

Rejections

FP69s

Quarterly Archive

Unmatched

Decoupled

Dealing with any registration queries from PCSE

Electronic change of address / details requests

Deductions:

Accepting deductions

Requesting deductions

Sending patients out of area letters

Deduction request rejections

Processing death notifications

Chasing up out of area patients

Putting medical records onto an encrypted disc

Putting the records into shipping bags with the relevant label

Processing FP22 reminders

Processing of Adoptions / Gender re-assignments

Dealing with queries from the patients new GP about medical records

Temporary Residents

Adding TR forms to the system

Filing TR forms away in the folder

Checking TR folder on a regular basis and processing paperwork to patients home GP

Assist the reception team / clinicians with all temporary resident queries

Requesting labels from PCSE online

Lab reports:

Re-assigning lab reports to the usual GP

Equally sharing out lab reports in the absence of the usual GP

Dealing with Un-matched lab reports

Assigning / filing of PCR results

Filing of Bowel Cancer Screening reports

Coding of smear results and adding re-call to the diary

Sending annual review reminder texts to patients

Assist the reception team / clinicians with all lab report queries

Contacting the hospital labs if any issues with reports

PCSE Online

Ordering supplies (Lloyd Georges / Shipping bags)

Ordering tracking labels for records

Tracking records

Completing urgent medical record requests

Searches:

Building searches for yourself / other members of staff

Running the monthly bone density scan patients liaising with usual GP Updating the folder

Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder

Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder

Running the monthly DNA search Sending letters to the patients - updating the folder

Checking back on previous months to ensure patients have had their monitoring done / Updating the diary

Running the quarterly archive search

Child Immunisations

Check the baby book weekly to ensure all babies have had their 8-week check / immunisations

Reverting clinician's appointments to normal slots if no babies are due that week

Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive

Code all child imm reports that come through (Flu / Men ACWY / HPV etc)

Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians.

Contacting child health re imm queries

Assist the child health team with any imm queries

Assist the reception team / nursing team with imm queries

Summarising

Summarise the patients paper records

Summarise the electronic paper records

PCSE weekly bag

Records are to be checked in on the system and filed away in alphabetical order

Deducted records are to be sent back in a shipping bag with a label

Surgery Website

Maintaining the surgery website

Adding / removing information on the website

Secretary Work

Processing Choose and Book referrals

Processing written letter referrals

Typing audio tape referrals

Liaising with hospital / clinic secretaries

Chasing referrals

Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP.

Ensuring GPs have processed their referrals correctly and if not flagging this with them

Secretarial tasks

Monitoring the choose and book work lists and acting on any actions

Other jobs

Assisting AB with QoF

Assisting the PM

Assisting the Reception team with queries

Digitisation

Dealing with Admin tasks

Logging IT issues

Change of address / details forms

Coding of carers forms

Dealing with declining annual review letters

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Higher education qualifications
• College education qualifications
• Administration qualification

Knowledge and Skills

Essential

• Ability to solve problems within area of work /knowledge
• Able to work with a wide variety of tasks
• Ability to apply set procedures
• Flexible approach to undertaking a wide variety of tasks
• Interested in aptitude for learning new skills/taking on new challenges
• Ability to work without supervision
• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work as part of an integrated multi-skilled team
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