GP AdministratorNHS

Job summary

The role of our GP Administration Team primarily is to answer the telephones, receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. There are a variety of administrative tasks that require to be completed by the GP Administration Team, therefore a high level of administration skills are also necessary for the role.

Main duties of the job

The GP Administration Team are the first point of contact for our patients and third parties therefore it is imperative that the team project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Job description

MAIN DUTIES AND RESPONSIBILITIES INCLUDE:

• Answering of telephones
• Receiving patients in reception area
• Making appointments with and directing patients to, the most appropriate healthcare professional
• Filing and retrieval of medical records (electronic and manual)
• Receiving in-coming telephone calls, including emergency requests demanding decision
• Message handling
• Processing of repeat prescription requests and maintenance of clerical aspects of repeat prescribing service
• Record statistical information for audit
• Operation of clinical computer system
• Scan/file documentation into electronic medical records
• Liaising with doctors, hospital trusts ambulance personnel and community healthcare professionals where necessary
• Summarising patient records
• Support the clinical and management team with administrative tasks
• Updating of patient records electronically as necessary with updates are received
• Keep patients up to date with record updates

Data entry of new and temporary registrations and relevant patient information as required

Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team

Maintain a clean, tidy, effective working area at all times

Monitor and maintain the reception area and notice boards

Support administrative staff, providing cover during staff absences

Complete opening and closing procedures in accordance with the duty rota

Confidentiality:

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain 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 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.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

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

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients' needs
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply practice policies, standards, and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of this organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.

Consett Medical Centre continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Collaborative Working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence. Plans and outcomes by which to measure success should be agreed.

About us

Consett Medical Centre is a large NHS general practice located in Consett, County Durham, providing comprehensive primary healthcare services to approximately 16,800 registered patients. The practice delivers care under a General Medical Services (GMS) contract with NHS England and is committed to providing safe, effective, and patient-centred care to the local community.

The practice operates a multidisciplinary team comprising GPs, Advanced Nurse Practitioners, Practice Nurses, Healthcare Assistants, Clinical Pharmacists, First Contact Practitioners, Mental Health Practitioners, Care Coordinators, administrative staff, and practice management.