Receptionist/Administrator

Job description

Job responsibilities

Job title: Administrator

Location: The Practice St Albans

Salary:£25,838.00

Hours: 37.5 hours

Help us to deliver great primary care by improving access, outcomes and patient experience.

At Operose Health, we delivery local primary care, at scale. It is our purpose to improve access, outcomes and patient experience. Our colleagues live our values and our empowered to be the best they can be for our patients, and each other because we CARE.

Caring

We listen and through compassion, understanding and a willingness to keep an open mind, we support and empower people to have a healthier future.

Ambitious

Through determination and our passion for transforming the patient experience, we continue to redefine and revolutionise the future of primary care.

Resourceful

Creative, agile, with a devotion for lifelong learning, we go above and beyond to improve the quality of our services.

Excellence

We strive to do the best we can do and be the best we can be for our patients, employees and NHS partners.

As a valued member of the Operose Health team, your key duties will include:

• Process referrals accurately and within required timescales.
• Ensure referrals are sent through the appropriate pathway and to the correct service.
• Process and monitor urgent and suspected cancer referrals, ensuring these are actioned promptly in accordance with practice procedures.
• Maintain accurate records and support referral audits and monitoring. Subject Access Requests (SARs) & Medical Records Process
• Subject Access Requests in accordance with practice procedures and applicable information governance requirements.
• Maintain a tracker of SARs received, deadlines and completion dates. Collate and prepare relevant medical records for review and disclosure. Ensure requests are appropriately authorised and escalated where clinical or management review is required.
• Maintain confidentiality when handling sensitive patient information. Support other appropriate requests for medical records and information. Letters & Correspondence Prepare and process patient letters and other practice correspondence.
• Support clinicians and management with administrative letters.
• Process incoming and outgoing correspondence accurately.
• Medical Record Summarising Summarise new patient medical records accurately in accordance with practice protocols.
• Review historical records and enter relevant information onto the clinical system. Accurately record significant diagnoses, medical history, procedures and other relevant information.
• Staffing & Practice Administration Support the Practice Manager with day-to-day staffing administration.
• Maintain relevant staff records, trackers and documentation. Support staff induction and completion of required documentation.
• Monitor mandatory training and staff compliance requirements. Provide administrative support for staff supervision and reviews.
• Follow up outstanding actions. Patient Recalls Support and monitor practice recall systems. Identify patients requiring recalls and ensure appropriate invitations are sent.
• Policies & Governance Support the review and maintenance of practice policies and procedures.
• Monitor policy review dates and identify policies requiring review. Ensure current policies are appropriately stored and accessible.
• Support safeguarding leads with meetings, documentation and follow-up actions. Ensure safeguarding correspondence and tasks are appropriately processed and escalated. Maintain strict confidentiality.
• Meetings & Action Tracking Provide administrative support for practice and governance meetings. Prepare relevant documentation. Record agreed actions and maintain action logs.
• Follow up outstanding actions with relevant team members.

What we look for in new colleagues:

• We are looking for someone who is organised, reliable, proactive and able to work independently, with excellent attention to detail.
• The successful candidate should:
• Have strong administrative and organisational skills.
• Be confident using IT systems and spreadsheets.
• Be able to manage multiple workstreams and competing deadlines. Be comfortable running reports and maintaining trackers.
• Be able to identify outstanding work and follow it through to completion. Communicate professionally with patients, clinicians and external organisations. Handle confidential and sensitive information appropriately. Be proactive and able to work with limited supervision.
• Recognise when matters require escalation.
• Work accurately when handling medical records and patient information.
• Reception or customer care experience is essential as well as an excellent communicator both spoken and written.
• Previous experience of working in the NHS is welcome but not essential.

How well support you:

• 27 days annual leave plus bank holidays pro rata.
• Access to our bespoke learning management system and annual formative clinical assessments to support competency development.
• The benefits of working with an at scale provider of primary care means that we lots of opportunities for our colleagues to specialise and develop.
• Car benefit scheme specialising in electric vehicles.
• Cycle to work scheme.
• Travel season ticket loans
• Discount cards.
• Employee wellbeing services including free yoga videos and employee wellbeing app.

Person Specification

Qualifications

• We are looking for someone organized, reliable, proactive, able to work independently with excellent attention to detail, and possess strong administrative and organizational skills. You should be confident using IT systems and spreadsheets, manage multiple workstreams and competing deadlines, and be comfortable running reports and maintaining trackers. The ability to communicate professionally, recognize escalation needs, work accurately with medical records, and having reception or customer care experience is essential. Prior NHS experience is welcome but not essential.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Operose Health

Address

Operose Health

Nottingham

NG6 8AQ

United Kingdom

Employer's website

https://www.operosehealth.co.uk/