Administrator

Job Purpose To support the Practice in the delivery of high quality primary care by managing the day to day administrative systems, particularly within the interface between Primary and Secondary care. Job Responsibilities: Provide a confidential, quality administrative service within the practice. To communicate effectively, accurately and professionally, applying discretion and empathy where necessary, with written, telephone and face to face contact, with patients, practice staff, visitors and external agencies Manage EMIS Workflow, including; Tasks, Path Links, Registration, GP2GP, Document Management, Referral Management, ERS Management. Actively support housekeeping duties to ensure workload is efficiently up to date i.e. maintenance of future task diary. Manage the Childhood Immunisation process and Cancer Screening process in line with Practice procedures and actively support regular meetings to review performance. Effectively manage online consultation requests and disseminate according to the practice clinical skill set. Scanning of administration data and coding of inbound documents, disseminate according to the practice clinical skill set. Update and maintain information in the patient medical records with high level of accuracy and attention to detail. Manage the registration of new patients, ensuring the appropriate forms are completed and register the patient using Emis Web clinical system. Liaise with PCSE to ensure documentation has been processed efficiently and act on any remedial. Amalgamate and balance registration quarterly archives to ensure capitation fees are received. Manage the Death Protocol in line with the practice protocol including scanning, emailing and posting Death Certificates to the Registry Office/Cremation Office. Scanning and emailing of clinical information to patients or other healthcare professionals via a secure email. Monitoring of the service email inboxes, complete actions and responses in a timely manner i.e NHS.net email accounts. Have an understanding, knowledge and be able to work towards the KPIs, GP Contract and targets set by Partners / Managers. Audio typing experience is essential. Support the Patient Services Coordinator / Information Manager with continual review of administration systems and processes to ensure quality and efficiency. Support the implementation of key service development initiatives. Link with the Patient Services Coordinator/ Information Manager to ensure all required service information is appropriately recorded and deadlines met. Maintain a high level of quality in own work. Implement appropriate records management procedures in line with Practice policies to ensure the records are adhered to for both paper and electronic record. Accurately update patients summary cards. Ensuring reports and patients records are available for various agencies and payments are requested / received and is carried out in a confidential and timely manner, in line with Practice policies. Process private and legal requests as per practice protocol, ensuring patient confidentiality is always upheld. Opening of mail, accurately date stamping and distribute as per the Practice protocol. Facilitation of service meetings including taking notes and producing minutes, ensuring accurate records of attendance are kept and timely dissemination of agendas and meetings papers. Provide Reception cover as directed. Human Resources: Ensure practice policies are followed and update as necessary with particular reference to; appointments, communication, home visits, patient registration, repeat prescriptions, filing systems, births and deaths process. Premises and Equipment: Delegated responsibility from the Operations Manager, in relation to all aspects of building maintenance and security. Information Technology: Have full understanding of appointment system. Deal with IT problems in the absence of the Patient Services Coordinator/ Information Manager / Operations Manager. Train staff in use of system when required. Health and Safety: The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice health & safety policy and the practice infection control policy and published procedures. This will include (but will not be limited to): Using personal security systems within the workplace, according to practice guidelines Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas clean Undertaking periodic infection control training (minimum annually) Demonstrate due regard for safeguarding and promoting the welfare of children. Confidentiality: All information relating to patients and staff gained through your employment and after leaving employment with Aintree Park Group Practice is confidential. Disclosure to any unauthorised person is a serious disciplinary offence or may result in litigation. General: Comply in full with the Data Protection Act and ensure confidentiality is maintained at all times. Attend courses/in-service training/meetings as required. To Participate in the Development Review Process and maintain personal development plan. To be flexible member of the team providing cover for other relevant staff during absences To undertake any other duties that may be required appropriate to the post holders grade, experience and competence.