Workflow/Admin Assistant
Job summary
We are looking for a skilled Workflow/ Admin Assistant to join our GP surgery team. This role would suit someone who is friendly and empathetic, highly organised and accurate, calm when busy, confident using computers, experienced in customer service or office work and willing to learn and work as part of a team.
Working at our practice in Street, Somerset offers the opportunity to be part of a friendly, supportive team serving a welcoming and close-knit community. Street is a vibrant village with a strong community feel, well known for Clarks Village and its beautiful Somerset surroundings, while still within easy reach of Glastonbury, Wells and the Mendip Hills. As a practice, we pride ourselves on teamwork, mutual support and providing high quality care to our patients. We value staff who are approachable, organised and compassionate, and in return we offer a supportive working environment where people are encouraged to learn, develop and feel part of the team.
Main duties of the job
This is a varied and sometimes challenging role. A full description is available but you will be part of a supportive team and each day will be full and rewarding.
About us
Vine Surgery Partnership is a well-established GP practice serving the community of Street and the surrounding Somerset area. We are a friendly, supportive practice with a strong team ethos and a focus on providing high quality, patient-centred care. Patient feedback frequently highlights our caring clinicians, professional staff and the welcoming environment within the surgery. We work closely with other local practices as part of the wider health community to improve access and services for our patients. The practice has a strong focus on continuous learning, development and improving patient services. We are proud to serve our local community and aim to provide compassionate, efficient and professional care to all our patients while maintaining a supportive and positive working environment for our staff.
Job description
Job responsibilities
Liaises with patients, doctors, staff, other support staff, nursing staff, both surgery and attached, community nursing teams, mental health groups, funeral directors, counsellors, pharmacy, social services, commissioning groups, secondary care (acute and community hospitals), care homes, complex care hub and social prescribers
Job Purpose, Aims and Profile
The Workflow/Admin Assistant post is a multi-skilled position providing a high level of service to patients, internal and external clients and institutions. The post-holder:
Works in Workflow responsible for processing and managing all incoming correspondence (electronically and paper) including coding and keeping the patients records accurate and up to date.
Works in Data responsible for inputting and updating medical data for an agreed set of patients, and all related administrative tasks. General administrative and clerical duties as requested.
Works in Admin responsible for all onward referrals to Secondary Care and other relevant services using systems such as Cinapsis, E-Referrals etc. Organising the timely completion of private medical reports
Works in Reception (although the applicant will not specifically work within reception, they would need to have an understanding of how reception works as there may be times that cover and support is needed) working with the Rapid Health triage system; dealing with enquiries; advising on doctors and nurses availability; recording and passing messages on accurately and efficiently; carrying out a range of related reception duties as appropriate.
Working Hours and Work Schedule
Surgery working week: 08.00 6.30pm Monday to Friday, 08.00 08.00 pm on selected dates. Shared rota with 4 other local practices.
Working hours; normal working schedule between 08.30 and 17:00pm or 20.00 pm Monday to Friday as required.
Occasional Saturdays throughout the year on a rota basis.
Monday; Tuesday; Wednesday; Thursday; Friday: daily schedules to be determined.
The post-holder will be required to cover for colleagues who are absent on annual leave or sickness.
Duties and Responsibilities
Sort all prescription requests, both electronic and manual guided by Pharmacy Team
Record any acute prescriptions and pass to the pharmacy team for consideration.
Contact patients (when requested) to pass on doctors instructions and requests.
Add messages/instructions/date for future action to the medication screen.
Sort and place prescriptions ready for collection or according to their destination.
Process all information flowing from/to doctors and external institutions as appropriate.
Check and process any electronic information as appropriate each day.
Process all records from Primary Care Support England as appropriate.
Enter appropriate x-ray results read codes and comments from doctors.
Sort and distribute all processed, scanned and unscanned documents as appropriate.
Add delivery/birth details on mothers and babys screens; including Hospital Unit No.
Assist in the processing of Prior Notification Lists from Open Exeter in connection with cervical smears.
Ensure correct forms are completed and signed by a GP and returned if a patient needs to be removed from the cervical smear recall list.
Check lab links on the screen each day, match any unmatched patients.
Undertake SNOMED coding into EMIS.
Update, maintain, file and retrieve patient records as appropriate.
Scan medical records and file into the EMIS system.
Set up systems in preparation for the working day.
To assist with the gathering of statistics and information when required.
Process deceased patients notes when required.
Carry out searches of computerised medical records as requested.
Check address template regularly to delete any errors.
Process new patient registrations and questionnaires.
Process deductions of patient notes when a patient leaves the surgery.
Process and manage queries relating to online access requests.
Process and manage all incoming correspondence.
Managing the diary recall system, to include adding requests onto ICE for blood tests and booking appointments.
NHS App and Proxy Access Set up and management
Diary Entries
Recall Support (including Child Imms, Minor Ops & QOF/Recall)
Referrals (ERS & 2WW) - Prepare, process and submit referrals accurately using NHS e-Referral Service (e-RS), Advice and Guidance and other referral pathways such as secure email. Process suspected cancer referrals using C the Signs. Ensure urgent suspected cancer referrals are submitted within required timescales.
Cinapsis Referrals and Admin
SARS
Private Medical Reports
Attend for staff training when necessary.
Receive, sort and circulate/distribute post.
Photocopying as requested.Assist in compilation of statistics.Filing of paper medical records.
Attend any other training courses deemed necessary by the Practice Manager or Operations Manager.
Carry out any other duties as requested by the Practice Manager or Operations Manager.
Other General Conditions
Holiday entitlement is five working weeks per year (pro rata) plus any Bank Holidays that fall on a normal working day.
All employees are required to adhere to the Health and Safety at Work Act (1974)
The job description will be subject to periodic reviews and may be changed in consultation with the post holder.
On Appointment the post holder must agree to abide by the Statement of Terms and Conditions of Service and the Contract requirements; all published Surgery protocols; policies; procedures; guidelines and work-rules; and any other approved instruction & documentation that may be amended and issued from time to time.
Person Specification
Experience
- Experience of working accurately and calmly under pressure
- Excellent Communication Skills
- Can demonstrate versatility, flexibility and enthusiasm
- Experience of working in a GP practice
- Previous NHS or other public service experience
Qualifications
- Excellent communication skills
- Face to Face Customer Experience
- Recent use of computer systems
- Previous NHS or other public service experience
- Medical terminology training
- Familiarity with clinical records and appointment systems
Employer details
Employer name
Vine Surgery Partnership
Address
Hindhayes Lane
Street
Somerset
BA16 0ET
United Kingdom
Employer's website
https://www.vinesurgery.nhs.uk/