GP Assistant: Workflow/Referrals Administrator

The Abingdon Surgery; Abingdon; On-site; GBP 22,000 - 28,000; Full time

Job summary

A primary care facility in Abingdon is looking for an administrator to join their dynamic team. This role involves managing incoming correspondence, ensuring accurate patient records, and supporting clinical staff. The ideal candidate has excellent organizational and interpersonal skills. This position is full-time with a possibility for part-time roles. Competitive salary and supportive work environment offered.

Benefits

Supportive work environment

Continuous professional development

Qualifications

• Experience of working in the health or care sector.
• Experience of direct contact with patients/service users.
• Commitment to safeguarding vulnerable individuals.

Responsibilities

• Scan and manage correspondence for patient records.
• Provide administrative support for referrals.
• Ensure compliance with health and safety policies.

Skills

Excellent organisational skills

Strong interpersonal skills

Attention to detail

Ability to work under pressure

Good team player

Education

GCSE grade A to C (9-4) in English and Math

Tools

Microsoft Word

Microsoft Excel

EMIS

Docman

Job description

Thisis an exciting role for someone working/looking to work in primary care wishingto progress their career. The post holder will be working in a busy anddemanding environment and therefore need to be highly organised and be able towork flexibly within the team. The ideal candidate will have excellentorganisational skills and strong interpersonal skills with exceptionalattention to detail.

Youwill be a part of a team dedicated to providing services to GPsand other clinicians by reducing the amount of time spent managing incomingcorrespondence and referrals. As part of your duties, you will scan, read codeand workflow all relevant information from patient's clinical records, hospital sources, correspondence, and other sources into the surgery computer system.

The team members willdetermine which correspondence needs to be managed within their own competenceand which needs to be work flowed to a GP or other Clinician.

Please note - whilst this job is being offered as a full time role (37.5 hours), we may offer be able to offer two positions at 0.5 FTE to those looking for part-time work.

Main duties of the job

• Scanning letters and relevant correspondence into patient notes
• Read coding the info into surgery clinical system.
• Transferring relevant data from clinical correspondence and input into electronic patient records.
• Workflow all correspondence according to surgery protocol using workflow software and action as appropriate.
• Filing and retrieving paperwork.
• File copies of discharge summaries electronically.
• Manage telephone queries and re direct as appropriate.
• Always ensure secure handling and review referrals lists to support the clinical team.
• Ensure referrals are actioned in a timely and appropriate manner.
• To provide all general administration as required within the referral team
• Demonstrate decision making skills by assessing each referral and feeding back concerns to the relevant clinical member of staff.
• To produce typewritten patient referral information to other clinical correspondence as required by the surgery.
• Function as a point of contact for referral queries within the surgery.
• To understand the importance of confidentiality, and to report any incidents that might compromise health and safety for self, other staff, or patients.
• Dealing with patient enquiries efficiently and courteously.
• Any other administration duties required by the business

About us

You will join a young, friendly, and dynamicteam that works closely and effectively together across the various disciplines.

The Abingdon Surgery, based in Oxfordshire, is looking for an administrator to join our high performing team.

Abingdon-on-Thames is a historic market town. It has excellentschools, transport links and good local amenities. Oxfords cultural highlightsare only twenty minutes away.

As one of the highest-rated surgeries in South Oxfordshire, oursurgery strives to provide a high-quality service to patients and staff. Therole will involve joining our team, who are passionate about innovation,equality and sharing workload fairly.

We offer high-qualitypatient-centred care, whilst fostering a collaborative and supportiveenvironment for all our clinical and non-clinical staff

Job responsibilities

Nature of Role:

As part of your duties, you will scan, read code and workflow all relevant information from patient's clinical records, hospital sources, correspondence, and other sources into the surgery computer system.

Further, you will produce typewritten patient referral information to other clinical correspondence, and function as a point of contact for referral queries within the surgery. You will also assess each referral and feedback concerns to the relevant clinical member of staff.

Internally: all other members of the practice team

Externally: the patients, PCSE, PCN and members of other statutory bodies where required

Key relationships withinassigned practice(s)

Admin Manager

GPs

Key relationships outside assigned practice(s)

DWP, DVLA, MOD, Police, Insurance companies

Other health authorities

Responsibilities

Adherence to policies: Help the practice to ensure that policies and procedures are up to date and consistent with agreed best practice as defined by local and national guidelines.

Information governance: Provide advice and training on the recording and coding of safeguarding relevant information within the electronic patient record.

All staff must complete annual information governance training. If you have and NHS email account this can be completed on-line, otherwise you must attend a classroom session. For further details go to the Information Governance intranet site. (Blue Stream E-learning)

Safeguarding assurance: Support the practice in achieving CQC compliance with respect to the safeguarding of staff and patients.

Training: To train new staff on policies and procedures where required.

Equality and Diversity: To always conduct their responsibilities in line with Equal Opportunities Policy and Procedure

Professional development: The post holder will participate in any training programme implemented by the practice as part of this employment

Risk Management: The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment. Staff will be provided with the necessary education, training, and support to enable them to meet this responsibility.

Staff should be familiar with the:

Major incident policy

and should make themselves familiar with the local response plan and their role within that response.

Health and Safety: The post holder is responsible for ensuring that all duties and responsibilities of this post are conducted in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Practice Policies and Procedures. This will be supported by the provision of training and specialist advice where required.

Safeguarding Children and Vulnerable Adults: The practice is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any harm when they are vulnerable. The post holder will always endeavour to uphold the rights of children and young people in accordance with the UN convention Rights of a Child.

Person Specification

Experience

• Good interpersonal skills.
• Good organisational skills planning and prioritisation.
• Good team worker.
• Shows high ethical integrity understands confidentiality.
• Respectful of diversity and the different life choices made by individuals.
• Personalised approach to the needs of individuals.
• Understands the importance of compliance with best practice care pathways.
• Ability to recognise and work within limits of competence and seek advice when needed.
• Ability to work well under pressure or opposition, while maintaining
• effectiveness and self-control.
• Commitment to working with people who are disadvantaged by adverse circumstances.
• Strong interest in safeguarding.
• Meets DBS reference standards and criminal record checks.
• Appropriate emotional resilience given the nature of the role.
• Able to use a keyboard and VDU for sustained periods as required by the role.
• Creation of reports using Microsoft Word.
• Experience of working in the health or care sector.
• Experience of direct contact with patients/service users and their carers or families.
• Experience of working within a multi-professional team.
• Experience of using electronic health or care records.
• Experience of working in Primary Care.
• Experience of clinical terminology and coding.
• Experience of reviewing patient referrals.
• Experience of working with EMIS and Docman.
• Experience of safeguarding in any capacity (work or voluntary).
• Displaying numerical or graphical information using Microsoft Excel.
• Creating a chronology of events from a health or care record based on a protocol.
• Identifying risk factors from a clinical or care record based on a protocol.
• Familiarisation with hospital, out of hours and other communications, and key information to be extracted.

Qualifications

• GCSE grade A to C (9-4) in English and Math

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.