Administrator/Receptionist

Allscreens Nationwide Ltd; Lancashire; On-site; GBP 21,000 - 26,000; Full time

Job summary

Blackpool Teaching Hospitals NHS Foundation Trust is seeking an Administrative Assistant to support Docman workflow management, reception duties and general administrative tasks within the NHS practice context. The role will involve processing electronic correspondence, greeting patients, booking appointments, maintaining electronic records and ensuring data quality.

The post requires confidentiality, adherence to GDPR, health and safety policies and participation in mandatory training.

Responsibilities

• Docman Workflow Management: Process all incoming correspondence received electronically through Docman. Review, categorise and accurately assign documents to the appropriate workflow according to practice protocols.
• Identify urgent or clinically significant correspondence and escalat promptly to the appropriate clinician.
• Ensure correspondence is assigned to the correct patient record and clinician.
• Monitor workflow queues and take appropriate action to prevent delays.
• Ensure documents are coded, filed and actioned in accordance with practice procedures.
• Liaise with clinicians regarding workflow queries or document processing issues.
• Maintain an up-to-date understanding of practice workflow protocols and NHS correspondence processes.
• Assist in the development and review of workflow procedures to improve efficiency and patient safety.
• Support the investigation and reporting of any incidents relating to document management.
• Greet patients and visitors in a professional, courteous and confidential manner.
• Answer incoming telephone calls and deal with enquiries appropriately.
• Book, amend and cancel appointments in accordance with practice procedures.
• Signpost patients to the most appropriate healthcare professional or service.
• Manage patient requests and ensure information is recorded accurately.
• Register new patients and update patient demographic information.
• Process repeat prescription requests in accordance with practice procedures.
• Handle patient enquiries regarding test results, referrals and general practice services.
• Manage incoming and outgoing mail.
• Maintain accurate electronic patient records.
• Scan, file and retrieve documents as required.
• Support administrative projects and audits.
• Assist with data quality and record cleansing exercises.
• Produce reports and information as requested.
• Participate in administrative cover arrangements during staff absence.
• Maintain patient confidentiality at all times.
• Comply with GDPR, Information Governance requirements and practice policies.
• Follow all safeguarding procedures and report concerns appropriately.
• Comply with health and safety policies and procedures.
• Participate in mandatory training and continuing professional development.
• Attend team meetings and contribute to service improvement initiatives.
• Work flexibly to meet the needs of the practice.

Job description

Key Responsibilities

• Docman Workflow Management: Process all incoming correspondence received electronically through Docman. Review, categorise and accurately assign documents to the appropriate workflow according to practice protocols.
• Identify urgent or clinically significant correspondence and escalat promptly to the appropriate clinician.
• Ensure correspondence is assigned to the correct patient record and clinician.
• Monitor workflow queues and take appropriate action to prevent delays.
• Ensure documents are coded, filed and actioned in accordance with practice procedures.
• Liaise with clinicians regarding workflow queries or document processing issues.
• Maintain an up-to-date understanding of practice workflow protocols and NHS correspondence processes.
• Assist in the development and review of workflow procedures to improve efficiency and patient safety.
• Support the investigation and reporting of any incidents relating to document management.

Reception Duties

• Greet patients and visitors in a professional, courteous and confidential manner.
• Answer incoming telephone calls and deal with enquiries appropriately.
• Book, amend and cancel appointments in accordance with practice procedures.
• Signpost patients to the most appropriate healthcare professional or service.
• Manage patient requests and ensure information is recorded accurately.
• Register new patients and update patient demographic information.
• Process repeat prescription requests in accordance with practice procedures.
• Handle patient enquiries regarding test results, referrals and general practice services.
• Manage incoming and outgoing mail.

Administrative Responsibilities

• Maintain accurate electronic patient records.
• Scan, file and retrieve documents as required.
• Support administrative projects and audits.
• Assist with data quality and record cleansing exercises.
• Produce reports and information as requested.
• Participate in administrative cover arrangements during staff absence.

General Responsibilities

• Maintain patient confidentiality at all times.
• Comply with GDPR, Information Governance requirements and practice policies.
• Follow all safeguarding procedures and report concerns appropriately.
• Comply with health and safety policies and procedures.
• Participate in mandatory training and continuing professional development.
• Attend team meetings and contribute to service improvement initiatives.
• Work flexibly to meet the needs of the practice.

Blackpool Teaching Hospitals NHS Foundation Trust

Blackpool Teaching Hospitals NHS Foundation Trust