Hyndburn & Ribble Valley Primary Care Trust

JOB DESCRIPTION

ADMINISTRATION ASSISTANT

REPORTS TO:PRACTICE MANAGER

RESPONSIBLE TO:THE OFFICE MANAGER

LOCATION:CLITHEROE HEALTH CENTRE/QUEX HOUSE

JOB SUMMARY

The post holder is responsible for the supervision of all the administrative tasks within the practice and is responsible for the management and maintenance of the computer system. The role requires a high level of skill and IT knowledge, and necessitates the need to prioritise workload, make decisions and to meet deadlines. The post holder supports the clinical staff and is responsible for the organisation and recall of patients to specialist clinics, for investigations and routine follow-ups. This post holder is also responsible for the supervision of the computerised registration data base to ensure accurate data input to allow precise recall and to facilitate the production of specialist statistical and data reports. The role also includes apersonal secretarial role to all the clinical staff.

MAIN DUTIES

Preparation and upkeep of special clinics, registers and recall systems

Maintain, update and monitor computerised registration data base

IM&TManagement

Special statistical and data reports

Secretarial Work

Summarising of Medical Records

Office Procedure

Dealing with Patients

Maintenance of Shared Information

• MAIN DUTIES:

Preparation and upkeep of special clinics, registers and recall systems

To validate chronic disease registers by interrogation of the computer database

To recall patients who require review by analysing the computer database with patient searches

On a monthly basis undertake searches for those patients who require regular investigations and complete the necessary paperwork i.e. blood forms.

Invite patient to attend surgery by letter or telephone.

Ensure that all patients on the chronic disease registers have due diary date

Work with the GP’s and practice nurses to identify and amend any changes to patient’s medications or diagnosis.

Ensure that the GP’s are aware of those patients who require a medication review

Validation of the exemption list by means of patient searches and read coding.

To work with Data Quality Team to ensure consistent approach to information

To construct and maintain changes to clinical review templates and ensure all staff know how to use them.

Maintain, update and monitor computerised registration data base

To monitor up-dates from the computer supplier and implement any changes necessary

Ensure all new registrations are entered onto the database in systematic and accurate fashion

To batch data process any changes that effect the patient population.

To validate the patient population to agree with the NHS England database.

Computer Management

Attend all faults and where necessary correct the problem

Liaise with maintenance engineers and software support where necessary.

To manage system shut downs by communication to relevant parties and to ensure the appropriate actions have been taken. i.e. appointment lists and summaries.

To maintain the patient calling system (Jayex board)

To manage and maintain the staff passwords

To set new employees up on the system with e-mail network, EMIS passwords and Smartcards

To ensure all staffs logon requirements are configured throughout the network.

To network all the printers and scanners to ensure access to every computer

Special statistical and data reports

Be involved in the organisational audit process, taking responsibility for the completion of the audit cycle and advising others on the structure and format of the audit – disseminate results and take appropriate action

Be involved in the clinical audit process, in liaison with medical and nursing staff, taking responsibility for the completion of the audit cycle and advising others on the structure and format of the audit – disseminate results and take appropriate action

To produce evidence for quality initiatives Quality Outcomes Framework, Quality Framework and CQC.

To attend the practice audit group on a quarterly basis and implement and action agreed

To maintain and implement the audit calendar

To assist any clinical personnel such as registrars and students in constructing and performing research projects.

Secretarial Work

To provide a personal secretarial and administrative support service to the partners and clinical staff of the practice

To process referral correspondence by transcribing from audio, shorthand or copy typing and record in the patients electronic record.

The speed and accuracy of typing and data input are essential to the job.

To forward correspondence to its destination by the most appropriate means, be it internal or external post, email or by other means

To follow-up referral letters and expedite as necessary

To deal with any other associated correspondence for the Practice, GP partners and Clinical Staff.

To deal with hospital correspondence appropriately, liaising with both NHS and Private service providers

To act as a first point of contact for clinical or organisational communication with secondary care, NHS Trusts and other associated organisations.

Organising domiciliary, non-urgent and urgent visits for patients.

Co-ordinating appointments for NHS and private referral requests.

To act upon urgent referral requests and follow up referrals made from the Practice on behalf of the GP’s.

To up-date GP diary commitments. Co-ordinate appointments

To record minutes of Practice meetings and ensure this information is appropriately distributed.

Process out of hours contacts and communicate and organise any follow-up actions.

Opening and Distribution of Post

Record clinical correspondence by Read Code entry into the patient’s electronic record or by entry into the appropriate ledger.

Scan the patient related post into their electronic record.

Process insurance reports, invoice as necessary and ensure they are completed and returned within a specified period.

Process and invoice solicitors for copies of patient notes.

Process and record results from tests and investigations by Read Code entry into the patient’s electronic record.

To sort and distribute correspondence for postage at the end of each day

Summarising of Medical Records

Entry by Read Code of diagnosis, investigations and procedures onto the computer records.

To ensure that medical notes for new patients are summarised in accordance with QOF guidelines

The accurate read code entry is imperative to continued patient care.

Knowledge of template construction and completion is vital to correct coding.

Office Procedure

To create protocols for office tasks and to ensure these are kept up-to-date if changes occur.

Dealing with Patients

To assess patients needs and use professional judgement accordingly.

To be the first contact for patients with queries and other needs

To deal with patient queries in a professional and efficient way

To liaise with NHS Trusts and other service providers on behalf of patients

To liaise with Lancashire and South Cumbria Agency on patient information and recall processes

To record and process visit requests, communicate follow-up or actions to the GP’s and record in the patients electronic record

Record details of patient births, deaths and newly registered patients, and inform the PHCT

Maintenance of Shared Information

Scan and index information onto the shared folder (intranet) for both partners and staff to access.

COMMUNICATION

Internal

Practice Manager

GP’s and Clinical Staff

Dispensary

District Nurses, Health Visitors, School Nurses and Treatment Room

Other Office and Reception Staff

PCT Staff

External

Patients/ Relations

Hospital Trusts

Carers

PCT

L&SCA

Insurance Companies

Funeral Directors

Liaise with all the above areas to ensure continuity of patient care and the competent exchange of information. This may be through a variety of communication methods including verbal (face-to-face or telephone) written or electronic (fax, e-mail, practice and patient notes).

Communicate both with internal and external contacts in a confidential environment with the requirement to use ones own initiative, persuasive skills and tack at all times in a professional manner.

To ensure the smooth hand over of work, messages and correspondence at the end of each shift

To respond immediately and direct patients to the most appropriate healthcare professional

• TRAINING AND DEVELOPMENT:

Mandatory Training

Keep up-to-date with statutory and mandatory training.

Training of Others

Responsible for in-house training for new employees, registrars and students in computer and organisational skills.

Personal Development

To have an annual personal development plan which comes from an annual appraisal this is also linked to the Practice development plan.

• ORGANISATIONAL RESPONSIBILITIES:

To be responsible for personal workload

To receive patient feed back and complaints

To ensure that the workplace is a clean tidy and safe environment

To ensure that confidentiality is maintained

To ensure any confidential material is locked away each evenong.

Responsible for both daily and long term work plans.

Disseminating information both internally and externally

Creating and updating of reception protocols.

• PROFESSIONAL RESPONSIBILITIES:

Comply with regulations:

• Health & Safety at Work Act
• Data Protection Act
• Confidentiality Policy
• Terms and Conditions of Employment Handbook.

Responsible for following the procedures and protocols as set down by the practice.

An understanding, acceptance and adherence to the need for strict confidentiality.

To have the ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to patients’ enquiries and requests

To possess excellent communication skills

To be able to understand and adhere to work priorities

PERSONAL SPECIFICATION

Administration Assistant

EFFORT FACTORS

• PHYSICAL EFFORT

What physical effort is required for the job?

Is the job holder expected to sit/stand in a restricted position? Yes

No

How often? Every shift Weekly Monthly Less often

For how long? Less than 20 minutes More than 20 minutes

on each occasionon each occasion

• MENTAL EFFORT

Are there any duties requiring particular concentration?

Are there any duties of an unpredictable nature?

• EMOTIONAL EFFORT

Does the job involve dealing with any distressing or emotional circumstances?

• WORKING CONDITIONS

Does the job involve exposure to unpleasant working conditions?

• Employment Acts and Codes of Practice

All employees are required to comply with employment legislation and codes of good practice.

• Health and Safety

In accordance with the Health and Safety at Work Act 1974, and other supplementary legislation, all employees are required to take reasonable care to avoid injury during the course of their work and co-operate with the Trust and others in meeting statutory requirements.

• Research and Development Projects

Whenever you decide to undertake a piece of research, either as a Principal Investigator or Local Researcher, or Assistant Researcher, you must comply with the principles of Clinical Governance and the Research Governance Framework.

• Development Review

Key performance objectives, development needs and compilation of a Personal Development Plan will be discussed and agreed at Annual Development Review meetings.

• Rules, Regulations, Standing Orders and Financial Instructions

All employees are required to comply with the rules, regulations, standing orders and financial instructions and policies of the Trust.

• Review

This is not intended to be a comprehensive description of the duties of the post. Due to the Trusts commitment to continuous improvement it is likely that the post will develop over time. These duties will be subject to regular review and any amendments to this job description will be made in consultation and agreement with the post holder

• The Trust operates a No Smoking Policy and is an Equal Opportunities Employer

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ACCEPTANCE OF JOB DESCRIPTION

I confirm I accept the duties contained in the above job description.

NAME: ...... ………………………………………..

(PRINT)

SIGNED: ……….……………………………………….. DATE: ……..…………………

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