Practice Administrator inBeckenham inBeckenham PUBLISHED 23 MAY 2024

Main duties are:

To lead in the management of QoF tasks

Sending recall letters/SMS

Creating TQuests for blood tests when required

Schedule and manage patient recalls for long-term condition reviews.

Coding

Clinical and administrative coding from docman workflow tasks and emis tasks

Registrations

Inputting new patient registration and inputting information from new patient health questionnaire

Send notification letter to health visitors of new patient registrations under the age of 5

Send HIV blood test invite to new adult registrations

Send task to notify allocated GP of new patient registration

Send new baby welcome letter/SMS

Send urgent medical records request to PCSE when needed

Send out-of-area letters to patients who have moved outside the practice catchment area.

Download Temporary Registrations (GMS3 Forms) from PCSE

Process change of address requests making sure all patients telephone numbers are also up to date

Process change of name requests making sure that Lloyd George files are updated

Workflow Management

Add/edit workflow manager configuration as and when needed

GP2GP electronic transfer file incoming electronic records and deal with rejections

Deal with registration amendments and rejections (if any) from PCSE

Document management - task 111 reports to GPs and code/file notifications of vaccinations

Match/Assign unmatched lab reports to named GPs

Code and file inbound smear results

Covid-19 results file negative results and assign positive results to named GPs

File and archive inbound bowel cancer screening results

Action Emis tasks from clinicians and admin colleagues

eMails

Practice emails sort through - workflow clinical letters and action administrative e-mails

eConsult emails book clinical e consults to GPs and action admin e consults

Docman emails regularly check for any documents in the exception inbox and update password when required

Other Admin Tasks

Patient Access/Proxy Access create new online users and deal with all patient access queries

NHS App help patients (if possible) with their queries

Friends and Family Tests collate patient responses

GP Patient List monthly patient/GP ratio monitoring and reporting

GP re-allocation when required

Practice letter templates keep updated

Send urgent e-mails and/or referrals outside of secretaries hours

Flu Programme assist PM to run the yearly flu recalls and out of hours clinics; update flu protocol

Deal with admin letters/telephone queries from patients

Ad hoc requests from doctors/practice management

Chaperone when required

System Administrator

Emis organization configuration manage users when required

Manage smartcards unlock smartcards when required

AccuRx - add/approve new Accurx users

Surgery Connect (Telephone System) administrator - add new users to Surgery Connect, edit x-flow when needed

Docman - creating new users, creating task templates and unlocking accounts

Website updates

I
T troubleshooting

Action or liaise with IT support team for PCs, emis, docman, surgery connect, accurx

Ordering Supplies

PPE ordering supplies from the PPE portal making sure we have stocks at all times

Order stationery ensuring stationeries, IT consumables and office supplies are in stock at all times

Order recycling boxes for printer toners/cartridges and arrange collection.

Annual Leave/Sickness Cover when required
.

Any other duties that may be related to this role and delegated by the Partners and the management.

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 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, the practice Health & Safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to the 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.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/ patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified.

Equality and Diversity

The post holder will support 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-judgemental 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 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
• Mandatory training must be completed when due and certificates produced for HR file.

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 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 of 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

Person Specification

Experience

Essential

• Excellent organisational and time management skills
• Strong communication skills, both written and verbal.
• Proficiency in typing and familiarity with medical terminology.
• Ability to work independently and as part of a team.
• Proficiency in using computer systems and software.

Desirable

• Experience in a healthcare setting and or administrator/ medical secretary work.

St James' Practice Partners are looking for an organised, hardworking, IT literate and enthusiastic GP Administrator to join our Practice team.

Experience of admin duties in a GP Practice is preferable, but training will be given. Experience with Emis Web is also desirable and essential.

This role would suit someone with experience of general practice who is looking for a new challenge as a part time Administrator.

There is also an opportunity to combine this role with Medical secretarial duties for those looking to extend their working hours to 30hrs.

This should be made clear in your application form or CV

This role is available from 30th of June but an early induction can be arranged with the right and experienced candidate.

To provide the practice team with administrative support with particular emphasis on I.T and QOF.

Information Technology:

Read Code discharge summaries

Read Code new diagnosis from clinic letters

Provide support and cover in all the following areas:

Re-calls for disease register

Process path results

Change printer cartridges

Rectify faults/basic troubleshooting/re-boot system etc

Support in updating the system with new technologies and training.

Liaise with the named I.T GP, Bromley and EMIS if required.

Provide support and cover in all the following areas:

Update codes/templates

Monitor disease register templates

Diabetic retinopathy monitoring

Disease register maintenance

Exception reporting

Population Manager figures checking weekly

Audits and quarterly reports for the GPs

To liaise with the named QOF GP and the Practice manager

Liaise with the Practice Manager

Give support to other administrative staff within the practice and be prepared to assist with deadlines.

Uphold the practice No Smoking policy

Observe the practice policy with regard to patient confidentiality and Data Protection

Attend meetings and statutory training and other trainings as required

All other duties as requested by the partners and the manager which are deemed appropriate to the position.

Admin Tasks relating to:

QoF Recalls and coding

Registrations and Workflow Management

Practice eMails

System Administration, IT troubleshooting and ordering supplies