Job description

Job responsibilities

Main responsibilities are:

Clinical

• Reviewing all incoming correspondence, sorting clinical letters, filing documents and entering pertinent information into the patients electronic medical record in accordance with the Practice Protocol
• Ensuring all QOF related data is captured
• Highlighting clinician action and workflow to appropriate clinician or team as per Practice Protocol
• To correct errors in filing and ensure corresponding records are amended accurately
• Ensuring medical records are kept organised and up to date
• Summarising new patient records to a high standard and according to set protocols and timescales agreed by the Practice.
• Recognising own knowledge limits and seek advice from clinical or administrative colleagues as appropriate.
• To carry out administrative related tasks as delegated by the Clinical Lead and Operations Manager
• To undertake any other reasonable tasks as allocated by the line manager and/or Partners. This job description reflects the immediate requirements and objectives of the post and is not exhaustive

Policy & Procedures

• The post-holder will acquire and maintain an acceptable level of knowledge and understanding of the Practices protocols, policies and procedures
• Having acquired the required level of knowledge and understanding of the Practices protocols, policies and procedures; the post-holder is required to support, promote and adhere to all of the Practices policies

Confidentiality

• In the performance of the duties outlined in this Job Description, the post-holder may 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 and managed as strictly confidential. Additionally, the post-holder will be respectful and courteous to colleagues and patients, for example knocking on doors prior to entry.

Health & Safety

• In addition to being a Fire Marshal/Fire Warden, the post-holder will promote and maintain the health, safety and security of self and others by:
• Using personal security systems within the workplace according to practice guidelines
• Identifying and report risks and potential risks involved in work activities and manage such risks in accordance with agreed procedures
• Maintaining a level of knowledge, understanding and skills to meet the Practices expectations
• Adhering to the Practices fire safety and infection control policies and procedures
• Maintaining work areas, so that work areas are tidy, safe and free from hazards and infection

Equality & Diversity

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues, by:
• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming, is non-judgmental and respects the circumstances, feelings priorities and rights of others

Quality

• The post-holder is required to adhere to agreed, required and registered standards of quality within the Practice, and will:
• Alert other team members to issues of quality and risk
• Assess their own performance and take accountability for their own actions, either directly or under supervision
• Contribute to the effectiveness of the Practice by reflecting on their own and their teams activities/performance and making suggestions to improve and enhance the teams and Practices performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage their time, workloads and resources to meet the standards expected by the Line Manager and Practice.

Communication

• The post-holder should recognise the importance of effective communication within the team and will strive to:
• Communicate effectively with patients and carers, team members, clinical and non-clinical staff, partners and representatives of external organisations;
• Recognise and accommodate peoples needs for alternative methods of communication.

Other

• The post-holder will be expected and required to undertake and complete any other duties as deemed relevant to position and the business needs of the Practice. This job description will be subject to periodic review and amendment in consultation with the post holder.
• The post holder must attend and participate in all mandatory practice-led training events, team meetings, and staff briefings as required by the Practice. Attendance forms part of the role and is essential to maintaining knowledge, compliance, and effective teamwork.

Person Specification

Knowledge and Skills

Essential

• Possess a broad knowledge of anatomy and physiology, and medical terminology.
• A good knowledge of working with GP clinical systems such as EMIS/SystmOne, Docman.
• Good, knowledge of IT programs such as Microsoft Office, Excel, Word, Powerpoint, Outlook and databases.
• Understanding of the NHS/Primary Care Services.
• Knowledge of confidentiality in the workplace/information governance.
• Able to establish, maintain and develop effective communications across the Practice and with external organisations.
• Excellent ICT skills.
• Excellent oral and written communication skills; able to engage effectively with a wide range of audiences.
• Ability to analyse and interpret information.
• Methodically and accurate approach to work with attention to detail.
• Excellent time management skills, capable of prioritising and managing competing demands and workloads.
• Able to work under pressure
• Good problem-solving skills.

Additional Requirements

Essential

• Commitment to continuing professional development of self and others.
• A flexible and adaptable approach to maintain the consistent delivery of high-quality services
• Satisfactory completion of an enhanced check through the Vetting and Barring Service (this will be taken up if offered the post).
• Legal right to work in the UK
• Hep B/MMR - vaccinated or willing to be vaccinated.
• A commitment to anti-discriminatory practices in employment, training and service delivery.
• An understanding of Health and Safety responsibilities.
• Flexibility in working hours.

Qualifications

Essential

• Good standard of education with 5 GCSEs or equivalent or experience in a similar post.

Experience

Essential

• Experience of working with GP clinical information and systems such as EMIS, SystmOne, or hospital coding environment.
• Recent and relevant experience of primary care.
• Evidence of capacity to work in an office autonomously and as part of a team.

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

Latham House Medical Practice

Address

Sage Cross Street

Melton Mowbray

Leicestershire

LE13 1NX

United Kingdom

Employer's website

https://www.lhmp.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

In proactively managing an allocated reception desk and suite the post-holders role will include

Reception Desk Management

• Meeting and greeting patients in a calm and professional manner and directing patients to the appropriate waiting areas.
• Booking and rescheduling appointments and informing patients of booked, cancelled or rescheduled appointments.
• Liaising with doctors and/or clinicians prior to booking patients appointments and telephone calls.
• Actively manage doctors phone lists to reduce the impact of unnecessary burdens.
• Receiving, making and diverting telephone calls and taking messages.
• Dealing with queries, problems, complaints and registering new patients in accordance with the Practices protocols, policies and procedures.
• Dealing with and responding to requests from doctors and clinicians.
• Co-ordinating administrative procedures, supporting medical examinations and, when required, be a chaperone.
• Dealing confidentially, efficiently and politely with enquiries arising from patients, or from other health professionals in respect of patients, both in person and on the telephone, and in particular enquiries regarding test results.
• Meeting the needs of patients and clinicians.
• Managing and checking patients urine specimen, height, weight and visual acuity and entering the results on the computer.
• Issuing forms and taking payments when applicable.
• Preparing, checking and tidying consultation rooms, treatment rooms and reception areas- including noticeboards and patient information leaflets; ensuring that consultation rooms are equipped and stocked ready for doctors and clinicians to receive patients.
• Ensuring the efficiency of appointment system and monitoring flow of patients into consulting and treatment rooms.
• Ensuring that patients without appointments, but who need 'urgent consultation', are when possible, seen in a logical and non-disruptive manner.
• Explaining Practice arrangements and formal requirements to new patients and those seeking temporary cover.
• Advising patients of the relevant charges for non-paid for services, taking payment and issuing receipts.
• Recording home visits on clinical system including all relevant information and where necessary refer to the Duty Doctor.
• Ensuring that requests for prescriptions are actioned in accordance with the Practices policies and procedures.
• Actioning and recording requests for other services including ambulance transportation and interpreters.

Management of Appointment System

• Ensuring total familiarity with the appointment system including regular and incidental variations.
• Booking appointments, single point of access requests and recalls; and ensuring sufficient information is recorded to retrieve medical records.
• Monitoring the effectiveness of the system and report any problems or variations required.

AccuRx Administration

• Filtering incoming online AccuRx requests
• Completing GP responses from the triaging GP
• Completing AccuRx online administration requests
• Liaising with the triaging GP
• Other duties as appropriate for the role

Administration Duties

• Updating the computer with relevant information.
• Updating the self-check in system when required.
• Checking & actioning cancellation line messages.
• Updating White Boards on a daily basis.
• Filing / checking notes / pulling notes when required.
• Sorting post, scanning and attaching documents to patient records.
• At the end of the evening surgery:

a) Checking and locking rooms

b) Securing the building at the end of the day.

c) Ensuring the car park is empty and locking gates.

d) Refilling doctors / nurses / examination rooms

Person Specification

Experience

Essential

• At least 2 years recent experience in a similar role, either paid or unpaid, within either a healthcare, social care, or other patient/customer focused environment.
• Experience of working with IT programs and software such as Microsoft Office, Excel, Word, PowerPoint, Outlook and the internet.
• Evidence of having achieved personal and departmental objectives within the workplace.
• Experience of proactively and effectively managing phone calls/lists and requests from patients.

Desirable

• Experience of working with GP clinical systems such SystmOne, Electronic Prescription Service.
• Experience of handling and dealing with specimens in accordance with Infection Prevention Control policies and procedures.

Additional Requirements

Essential

• Commitment to continuing professional development of self and others.
• Able to maintain the consistent delivery of high-quality services.
• Satisfactory completion of an enhanced check through the Vetting and Barring Service (this will be taken up if offered the post).
• Legal Right to work in the UK
• Hep B/MMR - vaccinated or willing to be vaccinated.
• A commitment to anti-discriminatory practices in employment, training and service delivery.
• An understanding of Health and Safety responsibilities.
• Flexibility in working hours.

Knowledge and Skills

Essential

• Extensive knowledge of IT programs and software such as Microsoft Office, Excel, Word, PowerPoint, Outlook and the internet.
• Able to establish, maintain and develop effective communications across the Practice and with external organisations.
• Excellent ICT skills.
• High level literacy and numeracy skills with a passion for detail and accuracy.
• Discretion in the handling of sensitive and confidential information.
• Excellent interpersonal skills, able to build professional and personal credibility to gain the support of colleagues and external organisations.
• Excellent oral and written communication skills; able to engage effectively with a wide ranges of audiences.
• Excellent time management skills, capable of prioritising and managing competing demands and workloads.

Desirable

• A good level of knowledge and understanding of the primary care sector and the healthcare sector.
• Extensive knowledge of working with GP clinical systems such SystmOne, Electronic Prescription Service.
• A good level of knowledge and understanding in respect of handling and dealing with specimens in accordance with Infection Prevention Control policies and procedures.
• A good level of knowledge and understanding of medical terminology

Personal Attributes

Essential

• Reliable, dependable and maintain confidentiality
• Calm, well organised and methodical
• Demonstrates initiative, flexible, able to prioritise and meet deadlines
• Team worker and team player yet able to work by oneself

Qualifications

Desirable

• At least 5 passes at GCSE Level, or equivalent, and/or a proven level of qualification acquired by experience in a similar role either paid or unpaid.
• An up-to-date Fire Marshal or Fire Warden Training Certificate, or a willingness to undertake such training and maintain such certification.
• An up-to-date Basic Life Support Certificate or a willingness to undertake such training and maintain such certification.

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

Latham House Medical Practice

Address

Sage Cross Street

Melton Mowbray

Leicestershire

LE13 1NX

United Kingdom

Employer's website

https://www.lhmp.co.uk/ (Opens in a new tab)