Administrator

Job summary

Job Summary

Riverside Family Practice is looking to recruit a caring, organised, enthusiastic and highly motivated individual to join our practice administration team.

This is a varied role combining clinical coding, document management/scanning and referral administration. The successful candidate will play an important part in ensuring that patient information is accurately recorded, processed and coded, and that clinical correspondence and referrals are dealt with efficiently and in a timely manner.

The role requires excellent attention to detail, good IT skills and the ability to work accurately and confidentially within a busy General Practice environment.

You will work closely with GPs, clinicians, administrative staff and external healthcare providers to support the smooth and effective running of the practice.

Main duties of the job

Accurately read, interpret and clinically code incoming correspondence, hospital letters, results and other clinical documentation onto the patient record.
Receive, sort, scan and accurately attach clinical documents to the correct patient record, ensuring information is appropriately coded and routed.
Identify urgent or clinically significant correspondence and ensure it is brought promptly to the attention of the appropriate clinician.
Process and manage GP referrals, ensuring referral letters and supporting information are complete, accurate and sent to the appropriate service within required timescales.
Liaise with hospitals, clinics, community services and other healthcare providers regarding referrals and appointments.
Monitor referral correspondence, follow up outstanding referrals and action incoming responses appropriately.
Maintain accurate and up-to-date patient records and assist with data quality, audits and searches when required.
Deal professionally with patient and healthcare professional enquiries by telephone, email and other communication methods.
Complete general administrative duties and provide support to the wider practice team as required.
Maintain strict confidentiality and comply with GDPR, information governance, safeguarding, health and safety and all practice policies and procedures.
Work effectively as part of the practice team, using initiative to prioritise workload and ensure tasks are completed accurately and within agreed timescales.

About us

Riverside Family Practice aims to provide the best quality healthcare for our patients with a professional and efficient service.

We are based in St Peter's Centre, Burnley with a friendly team made up of GP partners, Nurses, a Practice Manager, and a welcoming group of receptionists/administrators.

Job description

Job responsibilities

Working Pattern

The post is based at Riverside Family Practice and requires cover on:

Wednesday, Thursday and Friday
Approximately 09:00 15:30
The working hours can be adjusted slightly earlier or later by agreement, depending on practice requirements, provided the required hours are covered.

The successful candidate will be expected to work flexibly within the agreed working pattern to support the needs of the Practice.

Additional Duties

Process incoming and outgoing clinical correspondence and referrals in accordance with practice protocols.
Record actions taken on the patient record where appropriate and in accordance with practice procedures.
Complete daily, weekly and monthly administrative tasks to support the smooth running of the practice.
Assist with the organisation and management of clinical correspondence, referrals and patient documentation.
Provide appropriate administrative cover for colleagues during periods of annual leave or sickness where required.
Assist with audits, searches, data collection and other practice projects as required.
Undertake any other reasonable administrative duties as necessitated by the needs of the Practice.

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 will 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
Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.

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 the Practice policies and procedures, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Safeguarding is Everyones Business:

The Practice has a responsibility to ensure that all children / young people and adults are adequately safeguarded and protected. As a consequence, all Practice employees are required to adhere to national and local safeguarding policies / procedures and to act upon any concerns in accordance with them.

Infection Control:

It is Practice policy to reduce the risk of Healthcare Associated Infection by having in place Infection Prevention and Control Policies. These policies must be adhered to by all staff to ensure patients are cared for in a clean environment and receive the highest standards of clinical care.

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 their own personal and/or professional development
Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Person Specification

Experience

Essential

Experience of working in a public reception environment
Experience of Microsoft Office software
Experience of dealing with the public/patients
Experience of EMIS Web

Desirable

Experience of telephone switchboard operation
Experience of computerised clinical system

Qualifications

Essential

English GCSE Level C or equivalent A demonstrable commitment to professional development

Desirable

Intermediate level Microsoft Office

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

Riverside Family Practice

Address

Church Street

Burnley

Lancashire

BB11 2DL

United Kingdom

Employer's website

https://www.riversidefamilypractice.org.uk/Home

Apply Now