Job description

Job responsibilities

Main purpose of job:

i) To provide general administrative support to the practice manager, including:

- Assist the manager in ensuring that the practice complies with current legislation in the areas of Health, Personnel, Health & Safety and finance

- Provision of admin support to achieve NHS targets, to maximise income through QOF, IIF, BQC and enhanced services.

ii) To have a thorough working knowledge of the computer system, ensuring the clinical system is used to its full potential and provide IT support to staff.

iii) To assist with patient relations (customer relations) by handling complaints, managing the practice website, produce a monthly newsletter, manage patient surveys and the patient participation group.

Main duties

Practice operation and administration

• Support practice in meeting targets for QoF, BQC & IIF (and any other targets introduced), including patient recall and missed read coding opportunities
• To monitor and complete claims for enhanced services
• Manage the influenza vaccination programme and ensure that all claims are made. Report any imbalance to management.
• Assist with organisational audits, including safeguarding audit with practice manager and safeguarding lead
• Support with improved access
• Organise and report on patient surveys
• Facilitate practice and staff meetings, prepare agendas and ensure distribution of minutes
• Facilitate Gold Standards Framework (GSF) and Safeguarding Multi-Disciplinary team meetings and distribution of minutes.

Support with the efficient production of the surgery rota for both partners and staff; securing locums where necessary and coordinating room usage

Support with changes to practice procedures

• To assist with ensuring that the Practice is compliant with the Care Quality Commissions standards by the regularly reviewing of policies and training programmes.
• Attend meetings and distribute communications to required staff on any changes, developments or shared learning

Health & Safety / Risk Management

• To assist in Health & Safety Risk assessments and audit
• Fire Safety

Assist in undertaking risk assessment for working practices

Assist in Significant Event reporting

Ensure accidents are recorded in the accident book, complete incident report and liaise with local CCG, HSE and RIDDOR if required in in the absence of manager

Support with infection control room audits and implement action plans where required

Disaster planning

Any statutory regulations including employment Law and Government policies

Equipment monitoring, maintenance and replacement

Patient services

Assist with management of patient information and website

Assist in reception/prescribing/secretarial work in extreme circumstances.

Manage patient surveys

Assist with the production of a quarterly newsletter, update practice displays including leaflets and posters.

Assist with virtual patient participation group communications

Respond to patient feedback, i.e. NHS Choices and support with managing complaints in the absence of the practice manager

Finance

Source best prices for all consumables and replacements

Ensure enhanced services are claimed via CQRS

Have a working knowledge of the IRIS accounts package.

Support with monitoring and achieving QOF, BQC, IIF and other services

Procure practice equipment and supplies

Human resource

Assist in staff development through training courses and monitor staff training matrix for outstanding training modules

Support with advertising, selection and recruitment process for staff

Support with the efficient production of the surgery rota for both partners and staff, securing locums where necessary

Be aware of any changes to legislation.

Information management and technology

Have a thorough working knowledge of the computer system

Support the practice to ensure the computer systems are maintained in good condition and any faults are reported and fixed without delay

Support the practice in maintaining accurate data entry and good practice by designing and running reports regularly that could highlight missed coding.

Develop the use of the clinical system including searches and reports

Assist in the overall management of the practice disease registers and recall system

Assist with compliance of the Data Security & Protection Toolkit

Maintain the Practices website, ensuring is up-to-date and recent communications available for patients

REQUIRED TRAINING:

Knowledge of Patient Confidentiality

Basic Medical Terminology

CPR

Participate in practice in house training software Blue Stream Academy

Financial Training

This is not an exhaustive list. The NHS is an ever changing environment and the post holder will need to be flexible and adapt to the needs of the organisation.

********************************************************

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• 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.

Safeguarding Vulnerable People (Children and Adults):

All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact within NHS Bolton for further advice. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.

Infection Control and Prevention:

All employees have a responsibility for maintaining awareness of infection control and prevention, and are responsible for reporting any areas of concern to the Practice Manager. All employees are required to attend infection control and prevention training and to undertake additional training appropriate to their role.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety, and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according the Practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Job responsibilities

Main purpose of job:

i) To provide general administrative support to the practice manager, including:

- Assist the manager in ensuring that the practice complies with current legislation in the areas of Health, Personnel, Health & Safety and finance

- Provision of admin support to achieve NHS targets, to maximise income through QOF, IIF, BQC and enhanced services.

ii) To have a thorough working knowledge of the computer system, ensuring the clinical system is used to its full potential and provide IT support to staff.

iii) To assist with patient relations (customer relations) by handling complaints, managing the practice website, produce a monthly newsletter, manage patient surveys and the patient participation group.

Main duties

Practice operation and administration

• Support practice in meeting targets for QoF, BQC & IIF (and any other targets introduced), including patient recall and missed read coding opportunities
• To monitor and complete claims for enhanced services
• Manage the influenza vaccination programme and ensure that all claims are made. Report any imbalance to management.
• Assist with organisational audits, including safeguarding audit with practice manager and safeguarding lead
• Support with improved access
• Organise and report on patient surveys
• Facilitate practice and staff meetings, prepare agendas and ensure distribution of minutes
• Facilitate Gold Standards Framework (GSF) and Safeguarding Multi-Disciplinary team meetings and distribution of minutes.

Support with the efficient production of the surgery rota for both partners and staff; securing locums where necessary and coordinating room usage

Support with changes to practice procedures

• To assist with ensuring that the Practice is compliant with the Care Quality Commissions standards by the regularly reviewing of policies and training programmes.
• Attend meetings and distribute communications to required staff on any changes, developments or shared learning

Health & Safety / Risk Management

• To assist in Health & Safety Risk assessments and audit
• Fire Safety

Assist in undertaking risk assessment for working practices

Assist in Significant Event reporting

Ensure accidents are recorded in the accident book, complete incident report and liaise with local CCG, HSE and RIDDOR if required in in the absence of manager

Support with infection control room audits and implement action plans where required

Disaster planning

Any statutory regulations including employment Law and Government policies

Equipment monitoring, maintenance and replacement

Patient services

Assist with management of patient information and website

Assist in reception/prescribing/secretarial work in extreme circumstances.

Manage patient surveys

Assist with the production of a quarterly newsletter, update practice displays including leaflets and posters.

Assist with virtual patient participation group communications

Respond to patient feedback, i.e. NHS Choices and support with managing complaints in the absence of the practice manager

Finance

Source best prices for all consumables and replacements

Ensure enhanced services are claimed via CQRS

Have a working knowledge of the IRIS accounts package.

Support with monitoring and achieving QOF, BQC, IIF and other services

Procure practice equipment and supplies

Human resource

Assist in staff development through training courses and monitor staff training matrix for outstanding training modules

Support with advertising, selection and recruitment process for staff

Support with the efficient production of the surgery rota for both partners and staff, securing locums where necessary

Be aware of any changes to legislation.

Information management and technology

Have a thorough working knowledge of the computer system

Support the practice to ensure the computer systems are maintained in good condition and any faults are reported and fixed without delay

Support the practice in maintaining accurate data entry and good practice by designing and running reports regularly that could highlight missed coding.

Develop the use of the clinical system including searches and reports

Assist in the overall management of the practice disease registers and recall system

Assist with compliance of the Data Security & Protection Toolkit

Maintain the Practices website, ensuring is up-to-date and recent communications available for patients

REQUIRED TRAINING:

Knowledge of Patient Confidentiality

Basic Medical Terminology

CPR

Participate in practice in house training software Blue Stream Academy

Financial Training

This is not an exhaustive list. The NHS is an ever changing environment and the post holder will need to be flexible and adapt to the needs of the organisation.

********************************************************

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• 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.

Safeguarding Vulnerable People (Children and Adults):

All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact within NHS Bolton for further advice. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.

Infection Control and Prevention:

All employees have a responsibility for maintaining awareness of infection control and prevention, and are responsible for reporting any areas of concern to the Practice Manager. All employees are required to attend infection control and prevention training and to undertake additional training appropriate to their role.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety, and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according the Practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Person Specification

Qualifications

Essential

• Evidence of good GCSE grades
• Good level of computer literacy across a range of software

Desirable

• ECDL qualification or equivalent
• NVQ in Business Administration

Experience

Essential

• Clerical/ Administrative experience

Desirable

• Experience within a Primary Care setting
• Knowledge of Quality & Outcomes Framework indicators

Qualifications

Essential

• Evidence of good GCSE grades
• Good level of computer literacy across a range of software

Desirable

• ECDL qualification or equivalent
• NVQ in Business Administration

Experience

Essential

• Clerical/ Administrative experience

Desirable

• Experience within a Primary Care setting
• Knowledge of Quality & Outcomes Framework indicators

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

Dr Mirza & Partners

Address

Pikes Lane Centre

Deane Road

Bolton

BL3 5HP

Employer's website

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