The Whalebridge Practice rKZJaH0z
The Admin Assistant will serve as a first point of contact for patients, manage incoming and outgoing data, support the clinical team with task management, and ensure compliance with data protection regulations. Additional responsibilities include maintaining patient records, processing referrals, and handling medical report requests. Applicants must demonstrate a commitment to confidentiality and health and safety while contributing to an effective and supportive admin team environment. Training will be provided for all aspects of the role.
We are a GP Practice in Swindon, looking to recruit an enthusiastic and motivated Admin Assistant. With a growing practice population, we are keen to continue to develop our admin team across 3 sites within Swindon.The duties are diverse and include reception duties, preparing prescriptions and generating referrals.
Training will be given in all aspects of the job, so the successful candidate will be keen to learn new skills and enjoy interacting with people. They must also be confident using IT.
We are looking for someone with excellent communication skills and a commitment to working as part of a strong and effective admin team. We are looking to recruit a full time personWe are open Monday to Friday from 8am to 6.30 pm. All of the Admin Team will be required to work shifts within these opening times and shifts that are rostered at least a month in advance.
About us
MAIN ROLE AND PURPOSE OF THE POST
This role is within the Clinical Admin Team, who support all aspects of patient care across the company. The Admin Assistant is a developmental role. They will be expected to develop the skills necessary to work in all aspects of the admin team.
Provide admin support to all clinical areas of the company.
Be a first point of contact for patients.
Assist patients to access the services that they need.
SPECIFIC RESPONSIBILITIES
The responsibilities described below are those of the clinical admin team.
Access
Answer the telephone as a priority and respond to the caller in an appropriate manner.
Man the reception desk. Book appointment, signpost to other services and support patients care.
Data Flow
Action all incoming data received through electronic transfer, e-mail and post. Ensure that it is coded and reviewed by an appropriate clinician.
Action outgoing data through electronic transfer, e-mail, sms message or post.
Clinical Support
Action tasks from the clinical team.
Administer the recall system for patients with long term conditions.
Monitor the uptake of all screening programmes and manage additional recalls as required.
Apply clinical coding to patient records as appropriate.
Update the Open Exeter system.
Monitor the childhood immunisation status of all children and liaise with the Child Health Department as necessary.
Maintain waiting lists of patients for specialist clinics and ensure that they are given appropriate appointments.
Outgoing Information
Ensure that referrals are processed in accordance with national timelines and liaise with the referral management centre as necessary.
Audio type patient referrals and submit them through the E-Referral system.
Deal with any referral queries from clinicians and patients.
Assist patients where necessary to make outpatient appointments.
Action requests for medical reports including liaising with patients to confirm consent is obtained and finance to confirm payment is received.
Action Subject Access Requests in line with GDPR legislation.
Patient records
Action applications for registrations ensuring that patients provide all necessary information and are made aware of consent to share information and on-line access to records.
Action the transfer of patient records, electronically and in hardcopy.
Summarise hardcopy records to ensure the electronic record is complete.
Ensure that SystmOne is reconciled to PCSE through GP Links.
Return hardcopy records to PCSE for patients who are no longer registered.
GENERAL RESPONSIBILITIES
Confidentiality
You shall comply with the General Data Protection Regulations when processing personal data for patients and staff.
You must be aware of the Caldicott Principles as they affect your work. You can address any questions in relation to this to your line manager.
Any data breaches should be reported immediately to the Data Protection Officer.
All enquiries from the media must be referred to a Director.
Health and Safety
All employees have a statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as soon as they are identified.
All staff must contribute to the management of risk. This requires them to assess the risk in all situations, take of appropriate actions to mitigate any risks identified and report all hazards, incidents and near misses.
All building occupied by staff are non-smoking environments. No-one may smoke or vape in the building. Staff who smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. It is intended to be flexible and subject to amendment in the light of changing circumstances and following consultation with the post holder.
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