Job description

Job responsibilities

WORKING HOURS: 10.00-18.30 MONDAY TO FRIDAY

SCANNING

• Responsible for receiving and scanning of clinical and non-clinical letters onto the computer system and distributing them to relevant personnel.
• Responsible for the distribution of patient correspondence and liaising with external services to ensure relevant actions are undertaken.
• Archive all scanned records every quarter and shred any letters over 6 months old, as per practice policy.
• Responsible for upkeep of generic email inboxes.
• Scan all clinical letters received and to transfer the information into the patients computerised records.

SECRETARIAL DUTIES:

• Use the Audio Typing software and Audio Speech Exec to process dictated letters from Clinician Staff.
• Generate correspondence and reports for the Practice from shorthand, audio cassette or electronic documents as required.
• Deal with patient queries, either by telephone, email or in writing, regarding hospital appointments, referrals and the Central Booking System.
• Cover members in the administration team as and when required.
• Using systems like REGO, C the signs and ERS to refer patients or get clinical advice to support patient referral pathways.
• Maintain a 2ww log for urgent referrals.
• Participate in the clinical meetings, keep up to date with changes and training within the team.
• Support new GP-Registrar inductions.

CODING AND SUMMARISING

• To ensure that information is accurately entered onto the computer and that all activities are carried out in the best interests of the practice and its patients.
• To enter the diagnoses recorded by the doctors into the computerised records
• At all times to recognise the need for confidentiality when dealing with the medical records of our patients. In addition you will abide by all requirements of the Data Protection Act 1998 as it shall relate to the Practice and the patients of the Practice.
• To transfer manually summarised information onto the patients electronic records.
• To code patients records with diagnosis information not held in the computer record.
• To undergo any training needed to meet the responsibilities of this post.
• To prepare analyses of computerised data for further investigation.

MEDICAL & INSURANCE REPORTS

• Preparation of documents for Insurance claims, external bodies, patient requests and private work.
• Ensuring regular upkeep of Practice reporting documentation.
• Ensure regular upkeep of Practice Invoicing relating to insurance claims, medical reports and any private work undertaken by practice staff.

CROSS COVER

• To provide cover as required for the following areas: coding, reception, medical secretary, document management, scanning and medical reporting as appropriate when required.
• To assist in general office duties and reception work as required due to absence or annual leave.
• To undertake any other duties as agreed with the Practice Management Team and/or Partners.

SUPPORTING THE REGISTRATIONS & DEDUCTIONS PROCESS

• To process new patient registrations, temporary resident and immediately necessary forms.
• GP links - Process any amendments to patient records that come via the Health Authority link.
• To ensure accurate computer entry of records for change of addresses.
• FP69s - To process FP69s in accordance with practice policy
• List deductions and additions including retrieving the MREs and return to the Health Authority for patients leaving. For new patients, merging starter packs with patient record when they arrive and extracting important information from them and entering on the computer e.g. smear recall dates, contraception and childhood immunisation history.
• To check any mismatched results sent from the pathology laboratory.
• Change of addressesprocess of exemption form maternity/prescription
• GP2GP transfers
• Degraded entries and maintaining patient records
• To ensure an Patients Summary Care Records are update to date

SUPPORTING THE RECEPTION TEAM

• To act as the first point of contact for anyone visiting the surgery or calling on the telephone.
• To receive patients on arrival and direct them to the correct surgery when required.
• To deal politely and efficiently with visitors and, as a member of the practice team, provide a courteous and helpful service.
• To ensure patient notes are correctly extracted and re-filed when necessary.
• To ensure patient confidentiality is respected at all times and to adhere to the Data Protection Act.
• Answer telephone and deal with or re-direct enquiries, booking appointments etc.
• Receive prospective patients and register patients.
• Answer queries with regard to results of recent tests e.g. bloods, urine or X-rays. This includes contacting the hospital(s) for those results if necessary. Inform patients, when directed by a doctor, of the need to make a follow-up appointment at the Surgery.
• Take in requests for repeat prescriptions, hand out completed prescriptions and prepare the forms for a GPs signature when necessary. Maintain a record in the book of items received into the surgery.
• Cancel appointments when necessary, contact the patient(s) and re-book if required.
• Book patient hospital transport when required.
• Contact the emergency services when necessary.
• Liaise with doctors to make appointments for private medicals when required.
• At the start of each session period, open the surgery and GP rooms and ensure that everything is ready for the upcoming session. Also ensure the patient display is correctly set.
• At the end of surgery check that the out of hours message system is working
• On leaving the premises ensure the workstation computers are switched off, doors are locked, windows & skylights shut and, if last to leave, the alarm is set.

ADMINISTRATIVE & CLERICAL DUTIES:

• Administer registration and maternity packs as required.
• To ensure that when patient notes arrive from the Health Authority that they are organised and put in order.
• To ensure that new patient questionnaires, patient letters and patient results are scanned onto patients notes.
• To maintain clinical sessions on SystmOne following specified protocol.
• To file paper records in patient notes, to photocopy and/or print patient records as needed.
• To be able to use the invoice program to monitor status of reports etc as required
• Ensure that existing patient information is correct and up to date and ensure that reception area and clinical rooms have a supply of leaflets
• Attend and lead meetings and capturing minutes as appropriate.
• Ensure that general stationery stocks are adequate and order replacements when needed. Maintain stock inventory list.
• Remove and re-file patient notes as required.
• To deal with returned mail

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Job responsibilities

WORKING HOURS: 10.00-18.30 MONDAY TO FRIDAY

SCANNING

• Responsible for receiving and scanning of clinical and non-clinical letters onto the computer system and distributing them to relevant personnel.
• Responsible for the distribution of patient correspondence and liaising with external services to ensure relevant actions are undertaken.
• Archive all scanned records every quarter and shred any letters over 6 months old, as per practice policy.
• Responsible for upkeep of generic email inboxes.
• Scan all clinical letters received and to transfer the information into the patients computerised records.

SECRETARIAL DUTIES:

• Use the Audio Typing software and Audio Speech Exec to process dictated letters from Clinician Staff.
• Generate correspondence and reports for the Practice from shorthand, audio cassette or electronic documents as required.
• Deal with patient queries, either by telephone, email or in writing, regarding hospital appointments, referrals and the Central Booking System.
• Cover members in the administration team as and when required.
• Using systems like REGO, C the signs and ERS to refer patients or get clinical advice to support patient referral pathways.
• Maintain a 2ww log for urgent referrals.
• Participate in the clinical meetings, keep up to date with changes and training within the team.
• Support new GP-Registrar inductions.

CODING AND SUMMARISING

• To ensure that information is accurately entered onto the computer and that all activities are carried out in the best interests of the practice and its patients.
• To enter the diagnoses recorded by the doctors into the computerised records
• At all times to recognise the need for confidentiality when dealing with the medical records of our patients. In addition you will abide by all requirements of the Data Protection Act 1998 as it shall relate to the Practice and the patients of the Practice.
• To transfer manually summarised information onto the patients electronic records.
• To code patients records with diagnosis information not held in the computer record.
• To undergo any training needed to meet the responsibilities of this post.
• To prepare analyses of computerised data for further investigation.

MEDICAL & INSURANCE REPORTS

• Preparation of documents for Insurance claims, external bodies, patient requests and private work.
• Ensuring regular upkeep of Practice reporting documentation.
• Ensure regular upkeep of Practice Invoicing relating to insurance claims, medical reports and any private work undertaken by practice staff.

CROSS COVER

• To provide cover as required for the following areas: coding, reception, medical secretary, document management, scanning and medical reporting as appropriate when required.
• To assist in general office duties and reception work as required due to absence or annual leave.
• To undertake any other duties as agreed with the Practice Management Team and/or Partners.

SUPPORTING THE REGISTRATIONS & DEDUCTIONS PROCESS

• To process new patient registrations, temporary resident and immediately necessary forms.
• GP links - Process any amendments to patient records that come via the Health Authority link.
• To ensure accurate computer entry of records for change of addresses.
• FP69s - To process FP69s in accordance with practice policy
• List deductions and additions including retrieving the MREs and return to the Health Authority for patients leaving. For new patients, merging starter packs with patient record when they arrive and extracting important information from them and entering on the computer e.g. smear recall dates, contraception and childhood immunisation history.
• To check any mismatched results sent from the pathology laboratory.
• Change of addressesprocess of exemption form maternity/prescription
• GP2GP transfers
• Degraded entries and maintaining patient records
• To ensure an Patients Summary Care Records are update to date

SUPPORTING THE RECEPTION TEAM

• To act as the first point of contact for anyone visiting the surgery or calling on the telephone.
• To receive patients on arrival and direct them to the correct surgery when required.
• To deal politely and efficiently with visitors and, as a member of the practice team, provide a courteous and helpful service.
• To ensure patient notes are correctly extracted and re-filed when necessary.
• To ensure patient confidentiality is respected at all times and to adhere to the Data Protection Act.
• Answer telephone and deal with or re-direct enquiries, booking appointments etc.
• Receive prospective patients and register patients.
• Answer queries with regard to results of recent tests e.g. bloods, urine or X-rays. This includes contacting the hospital(s) for those results if necessary. Inform patients, when directed by a doctor, of the need to make a follow-up appointment at the Surgery.
• Take in requests for repeat prescriptions, hand out completed prescriptions and prepare the forms for a GPs signature when necessary. Maintain a record in the book of items received into the surgery.
• Cancel appointments when necessary, contact the patient(s) and re-book if required.
• Book patient hospital transport when required.
• Contact the emergency services when necessary.
• Liaise with doctors to make appointments for private medicals when required.
• At the start of each session period, open the surgery and GP rooms and ensure that everything is ready for the upcoming session. Also ensure the patient display is correctly set.
• At the end of surgery check that the out of hours message system is working
• On leaving the premises ensure the workstation computers are switched off, doors are locked, windows & skylights shut and, if last to leave, the alarm is set.

ADMINISTRATIVE & CLERICAL DUTIES:

• Administer registration and maternity packs as required.
• To ensure that when patient notes arrive from the Health Authority that they are organised and put in order.
• To ensure that new patient questionnaires, patient letters and patient results are scanned onto patients notes.
• To maintain clinical sessions on SystmOne following specified protocol.
• To file paper records in patient notes, to photocopy and/or print patient records as needed.
• To be able to use the invoice program to monitor status of reports etc as required
• Ensure that existing patient information is correct and up to date and ensure that reception area and clinical rooms have a supply of leaflets
• Attend and lead meetings and capturing minutes as appropriate.
• Ensure that general stationery stocks are adequate and order replacements when needed. Maintain stock inventory list.
• Remove and re-file patient notes as required.
• To deal with returned mail

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Person Specification

Experience

Essential

• all experience considered

Desirable

• all experience considered

Qualifications

Essential

• all qualifications considered

Desirable

• all qualifications considered

desired skills

Essential

• efficiency and ability to multi-task
• good communication skills
• discretion and respect for confidentiality
• a friendly, sympathetic/reassuring manner
• great team-working
• knowledge and use of Microsoft Office suite
• positive, can-do attitude
• flexibility

Desirable

• efficiency and ability to multi-task
• good communication skills
• discretion and respect for confidentiality
• a friendly, sympathetic/reassuring manner
• great team-working
• knowledge and use of Microsoft Office suite
• positive, can-do attitude
• flexibility

Experience

Essential

• all experience considered

Desirable

• all experience considered

Qualifications

Essential

• all qualifications considered

Desirable

• all qualifications considered

desired skills

Essential

• efficiency and ability to multi-task
• good communication skills
• discretion and respect for confidentiality
• a friendly, sympathetic/reassuring manner
• great team-working
• knowledge and use of Microsoft Office suite
• positive, can-do attitude
• flexibility

Desirable

• efficiency and ability to multi-task
• good communication skills
• discretion and respect for confidentiality
• a friendly, sympathetic/reassuring manner
• great team-working
• knowledge and use of Microsoft Office suite
• positive, can-do attitude
• flexibility

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.

Employer details

Employer name

Gordon House Surgery

Address

78 Mattock Lane

Ealing

London

W13 9NZ

Employer's website

https://www.gordonhouse.nhs.uk/ (Opens in a new tab)