Business Support AssistantNHS

Job summary

We are looking for an enthusiastic and motivated Business Support Assistant to join our Business Support Team for 25 hours per week to provide support to the doctors and health professionals and management team at Meadowgreen Health Centre.

Candidates should possess excellent organisational and time management skills. IT and touch-typing competency and knowledge of medical terminology is desirable as is experience in General Practice or similar environment .

We are seeking an individual who can make a valuable contribution within a fast-paced environment, demonstrating reliability, attention to detail and a proactive approach. If this sounds like the right next step in your career, we look forward to receiving your application.

Main duties of the job

To provide high quality secretarial and administrative support to the Practice Team. In addition, the post-holder may be required to support the multi-disciplinary team, providing administrative support as required, in line with the needs of the Practice.

The following are the core responsibilities of the post. There may, on occasion, be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Practice policies and protocols should be followed. Strict confidentiality should be maintained.

• Processing of referral letters to secondary care and other providers.
• Communicating with patients via telephone.
• Electronic filing and sending of letters.
• Processing NHS & Private Reports, Private Medical Attendance reports for Insurance Companies. Photocopying, Scanning/Filing Documents as necessary.
• Answer and action GP, Nurse and Practice Team enquiries via the Practice electronic systems and emails.

This list is not exhaustive.

Job description

• Process patient Email referrals and electronic ERS referrals; liaise with secondary care; follow up of non-appointed patients; send out appointment booking details to patients; assist patients with the booking of ERS appointments. Resolve any arising issues.
• Process incoming documents and forward as appropriate.
• Monitoring and processing emails.
• Dealing with patient queries, in person, by telephone or email.
• Produce accurate clinical correspondence, reports and other documentation.
• Monitor and action administration worklists within agreed timescales.
• Scan, upload and accurately file patient-related documentation within electronic records.
• Respond to enquiries from clinicians, healthcare providers and external organisations, escalating where appropriate.
• Prioritise workload effectively to ensure deadlines and service requirements are met.
• Provide administrative support to clinicians and the wider Practice team as required.

Insurance Documents & Non-NHS Work

• Photocopy and scan insurance documents i.e. medical examination forms.
• Generate an Invoice and log accordingly.
• Log onto Practice IT system when completed and sent.
• Process Subject Access Requests (SARs), medical reports, solicitor requests, DVLA forms and other private work in line with Practice procedures.
• Maintain accurate records of all non-NHS work and associated charges.

Email: Sending and receiving documents via e-mail is a large part of the role, so confidence in using Microsoft Outlook is vital.

Periodically

• Add referral templates to Practice IT system.
• Maintain address and telephone number files (computer and hard copy).
• Check letterheads are up to date.
• Check workspace is up to date and tidy.
• Review and update referral pathways, contact information, referral destination information and supporting resources.
• Participate in training, development activities and Practice meetings as required.
• Review and update standard templates, forms and administrative processes to support efficient service delivery.

General

• Provide cover for colleagues during periods of annual leave, sickness absence and other planned absences.
• Comply with Practice policies, information governance requirements and confidentiality standards.
• Undertake any other duties appropriate to the role as reasonably requested by the Management Team.

About us

Our 19,000 patient practice is based in two closely located sites in South Sheffield

Large clinical team comprising 6 GP Partners, 10 Salaried GPs, 10 Practice Nurses, 1 GP Assistant and 3 Healthcare Assistants. Large admin and reception team

We are a forward thinking innovative training practice with GP registrars, medical students, and student nurses.

We hold regular clinical team meetings, significant event reviews, and case management reviews with social workers and health visitors which allows us to provide good quality evidence based care to our registered list.

Guided by our values of compassion, respect, teamwork and continuous improvement, we strive to create a welcoming and supportive environment for both patients and staff. We are proud of our collaborative culture, commitment to high-quality healthcare, and focus on providing accessible, responsive services across our two sites.