Workflow/Admin Assistant

This is a varied and sometimes challenging role. A full description is available but you will be part of a supportive team and each day will be full and rewarding.

Liaises with patients, doctors, staff, other support staff, nursing staff, both surgery and attached, community nursing teams, mental health groups, funeral directors, counsellors, pharmacy, social services, commissioning groups, secondary care (acute and community hospitals), care homes, complex care hub and social prescribers

Job Purpose, Aims and Profile

The

Workflow/Admin Assistant post is a multi-skilled position providing a high

level of service to patients, internal and external clients and institutions.

The post-holder

Works in Workflow responsible

for processing and managing all incoming correspondence (electronically and

paper) including coding and keeping the patients records accurate and up to

date.

Works in Data responsible for inputting and updating medical data for an

agreed set of patients, and all related administrative tasks. General

administrative and clerical duties as requested.

Works in Admin responsible for

all onward referrals to Secondary Care and other relevant services using

systems such as Cinapsis, E-Referrals etc. Organising the timely completion of private

medical reports

Works in Reception (although the

applicant will not specifically work within reception, they would need to have

an understanding of how reception works as there may be times that cover and

support is needed) working with the Rapid Health triage system; dealing

with enquiries; advising on doctors and nurses availability; recording and

passing messages on accurately and efficiently; carrying out a range of related

reception duties as appropriate.

Working Hours and Work Schedule

Surgery working week: 08.00 6.30pm Monday to Friday, 08.00 08.00 pm on selected dates. Shared rota with 4 other local practices.

Working hours; normal working schedule between 08.30 and 17:00pm or 20.00 pm Monday to Friday as required.

Occasional Saturdays throughout the year on a rota basis.

Monday; Tuesday; Wednesday; Thursday; Friday: daily schedules to be determined.

The post-holder will be required to cover for colleagues who are absent on annual leave or sickness.

Duties and Responsibilities

Sort all

prescription requests, both electronic and manual guided by Pharmacy Team

Record

any acute prescriptions and pass to the pharmacy team for consideration.

Contact

patients (when requested) to pass on doctors instructions and requests.

Add messages/instructions/date

for future action to the medication screen.

Sort and

place prescriptions ready for collection or according to their destination.

Process

all information flowing from/to doctors and external institutions as

appropriate.

Check and

process any electronic information as appropriate each day.

Process

all records from Primary Care Support England as appropriate.

Enter

appropriate x-ray results read codes and comments from doctors.

Sort and

distribute all processed, scanned and unscanned documents as appropriate.

Add

delivery/birth details on mothers and babys screens; including Hospital Unit

No.

Assist in

the processing of Prior Notification Lists from Open Exeter in connection with

cervical smears.

Ensure

correct forms are completed and signed by a GP and returned if a patient needs

to be removed from the cervical smear recall list.

Check lab

links on the screen each day, match any unmatched patients.

Undertake

SNOMED coding into EMIS.

Update,

maintain, file and retrieve patient records as appropriate.

Scan

medical records and file into the EMIS system.

Set up

systems in preparation for the working day.

To assist

with the gathering of statistics and information when required.

Process

deceased patients notes when required.

Carry out

searches of computerised medical records as requested.

Check

address template regularly to delete any errors.

Process

new patient registrations and questionnaires.

Process

deductions of patient notes when a patient leaves the surgery.

Process and

manage queries relating to online access requests.

Process

and manage all incoming correspondence.

Managing

the diary recall system, to include adding requests onto ICE for blood tests and

booking appointments.

NHS

App and Proxy Access Set up and management

Diary Entries

Recall Support (including Child Imms, Minor Ops

& QOF/Recall)

Referrals

(ERS & 2WW) - Prepare, process and submit referrals accurately using NHS

e-Referral Service (e-RS), Advice and Guidance and other referral pathways such

as secure email. Process suspected cancer referrals using C the Signs. Ensure

urgent suspected cancer referrals are submitted within required timescales.

Cinapsis

Referrals and Admin

SARS

Private

Medical Reports

Attend

for staff training when necessary.

Receive, sort and

circulate/distribute post.

Photocopying as requested.Assist in compilation of statistics. Filing of

paper medical records.

Attend

any other training courses deemed necessary by the Practice Manager or Operations

Manager.

Carry out any other duties as requested by the Practice Manager or Operations Manager.

Other General Conditions

Holiday entitlement is five working weeks per year (pro rata) plus any Bank Holidays that fall on a normal working day.

All employees are required to adhere to the Health and Safety at Work Act (1974)

The job description will be subject to periodic reviews and may be changed in consultation with the post holder.

On Appointment the post holder must agree to abide by the Statement of Terms and Conditions of Service and the Contract requirements; all published Surgery protocols; policies; procedures; guidelines and work-rules; and any other approved instruction & documentation that may be amended and issued from time to time.

Vine Surgery Partnership is a well-established GP practice serving the community of Street and the surrounding Somerset area. We are a friendly, supportive practice with a strong team ethos and a focus on providing high quality, patient-centred care. Patient feedback frequently highlights our caring clinicians, professional staff and the welcoming environment within the surgery. We work closely with other local practices as part of the wider health community to improve access and services for our patients. The practice has a strong focus on continuous learning, development and improving patient services. We are proud to serve our local community and aim to provide compassionate, efficient and professional care to all our patients while maintaining a supportive and positive working environment for our staff.

Experience

Qualifications