General Practice Assistant (GPA)

NHS Jobs; Cullompton; On-site; GBP 21,000 - 32,000; Full time

Job summary

NHS Jobs in the United Kingdom is seeking a Practice Administrator for Clinical Systems to support data quality, patient records, and information governance. The role involves maintaining SystmOne and NHS digital tools, managing data validation, safeguarding registers, and coordinating IT-related workflows with the Practice Manager.

Responsibilities include system access controls, staff training, and ensuring compliance with GDPR, Caldicott principles, and information governance policies.

Qualifications

• To review data entry and ensure templates and protocols are updated as required to meet contractual requirements
• To maintain external communications scheduling and links such as clinical EDI for laboratory reports, out of hours reports, patient registration and GP2GP
• To set up systems for validation of patient information, performing regular checks and quality audits
• Maintain safeguarding registers

Responsibilities

• Oversee security and validation processes for IT systems and access controls for staff
• Provide training and support for staff in IT software including SystmOne and AccuRx
• Ensure patient records are updated accurately and summarized when needed
• Resolve basic printer/PC/software problems and raise support tickets to Delt helpdesk
• Maintain Asset Register and assist in equipment calibration
• Develop and implement new IT initiatives to improve practice efficiency
• Coordinate IT developments and upgrades with the Practice Manager
• Adhere to data security protocols
• Maintain the practice website and social pages

Skills

Data entry

IT literacy

Quality audits

Communications

Tools

SystmOne

AccuRx

NHS Mail

Seca ECG software

Job description

Submission of Data to Support Financial Claims

• To undertake monthly and quarterly searches relating to Enhanced Services, Contractual services and QOF, producing spreadsheets using Microsoft Excel to record the activity and submission to the Practice Manager. Also send activity data to the Integrated Commissioning Board, NHS Devon, RD&E and Local Authority.

Data Quality and Maintenance of Patient Records

• To review data entry and ensure templates and protocols are updated as required to meet contractual requirements
• To ensure medical records are updated with appropriate READ/SNOWMED codes from hospital letters, reports and other sources of information
• To maintain external communications scheduling and links such as clinical EDI for laboratory reports, out of hours reports, patient registration and GP2GP.
• To set up systems for validation of patient information, performing regular checks and quality audits.
• Maintain safeguarding registers

Information Governance

• Process all patient requests for the NHS App to link to their online electronic health record and support patients with the installation and set-up of the app
• Process all prospective full record and detailed coded record patient access requests as per practice protocols, including the checking of redacted subject access requests.
• To ensure medical records are held securely within the practice, and data is held in line with the NHS Code of Practice for Records Management, the RCGP Good Practice Guidelines for electronic records, UK GDPR Regulation, Caldicott Principles and Freedom of Information Act
• To ensure that any suspected breach of IT security is reported to the Practice Manager and investigated as required.
• To agree action and/or change of policy/procedures as a result of findings with the Practice Manager and Information Governance lead GP
• To ensure the Data Protection Toolkit is submitted annually, and all associated actions are completed in a timely manner
• To review the practice Information Governance Policy and procedures on at least an annual basis, updating and communicating to all staff.

Practice Administrator for Clinical System

• To oversee the security and validation processes for the IT system ensuring system access controls are in place for all new and existing staff
• Provide training, advice and support for current and new practice staff in the use of IT software
• Ensure procedures for entering data into patients medical records produce accurately summarized records and that all patient records are correctly updated when needed
• Resolve simple printer, PC and software problems, troubleshooting staff IT problems and identify solutions. This involves baseline training on several IT software platforms in use by the practice, including SystmOne, AccuRx, Seca ECG software, ICE, NHS mail. Where appropriate raise support tickets to Delt helpdesk.
• Maintain Asset Register for the practice, take the lead with contractors when medical equipment needs repair. Support the annual medical equipment calibration visit
• To be proactive in the development of new IT initiatives which would support efficiencies in the practice, streamlining complicated administrative tasks by implementing new systems.
• Act as the key liaison/coordinator for IT developments within the practice e.g. assessing the impact of and planning deployment of key system upgrades. This may involve working outside of normal surgery hours for which overtime payment will be given.
• Adhere to the Practices protocols on data security.
• Act as buddy for maintenance of the practice website, Facebook business page and the slideshow on the TV in the waiting room

Summarisation of Clinical Notes

• Summarisation of patient notes and processing of GP2GP. Reviewing medical records and supporting the production of an accurate summary of the patients medical history.

Administration of LTC recall system

• Responsible for the implementation and coordination of the LTC month of birth recall system, along with other ad-hoc audits.

Clinical Audit

Building searches, templates and protocols within SystmOne, to support the following service provision and reporting: QOF Enhanced services Prescribing audits PCN audits Public Health Local authority ICB audits Any other initiatives requested by the Partners or Practice Manager To support clinical audit and assist staff in clinical searches together with the collation, interpretation and presentation of patient data. To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process