Administrator inDerby inDerby PUBLISHED 15 NOV 2024

Due to the retirement of a long standing member of our team we are looking to recruit an administrator to aid with all aspects of recall management, audit and data collection and to support our clinical team. This is an exciting opportunity to be pivotal in an evolving role within the practice.

Ensure that recall letters are sent to patients for them to have all the appropriate tests done and book in to be seen for their long-term conditions, medication monitoring, vaccinations and all other ad hoc tests. This is an evolving role and the job description may be adjusted over time.

About us

Main Duties/Key Tasks:

• Work with the admin and management team to increase prevalenceof disease registers to ensure that all work is being appropriately claimed for
• Ensure the efficient running of the practice disease registers, carrying out searches, audits and recalls as required.
• Review the recall system and potentially lead the implementation of a new system
• Maintain recalls to ensure they are updated regularly.
• Work with the clinical staff to ensure all QOF targets have been met before moving on recalls.
• Check accurate read coding of patients records and liaise with clinical staff to have amended as needed.
• Ensure the appropriate blood/urine forms are generated within the ICE system and included within the patients invite.
• Ensure patients identified as needing a recall are contacted by either SMS, email, letter or telephone in a timely manner and invites are read coded in the patients record.
• Support the practice in maximising achievement of QOF, IIF, DES and other practice targets by working closely with the admin and management team.
• Manage the recalls of any patients requiring ad hoc recalls as required.
• Register new patients, upload patient registration questionnaire and ensure recalls are added and up to date.
• Work closely with the Pharmacy team to ensure Shared care monitoring is in place and ensure any medication monitoring is kept up to date.
• Supporting the pharmacy and clinical team as required
• Understand the different timescales for patients vaccinations and ensure patients are invited to attend as required.
• Manage vaccination campaigns such as influenza and covid
• Support the team in producing data for audits
• Care home co-ordination
• Coil / implant waiting lists
• This is not an exhaustive list and may be changed from time to time as necessary

Confidentiality:

In the course of seeking 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 the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include

Using personal security systems within the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate