Job Description

To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include, but are not limited to, supporting the administration and receptionist teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies. To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers. JOB SUMMARY Specific Duties Clinical Data & Patient Record Management Process clinical data, discharge summaries, death protocols, and out-of-hours notifications Accurately code and input clinical information into patient records Scan, attach, and store patient-related documentation Manage patient registrations, deductions, amendments, and Out of Area (OOA) cases Conduct system searches and generate reports for surgery teams Communication & Correspondence Handle incoming calls, emails, and mail professionally and promptly Communicate with patients via text and email Type letters, reports, and other documentation as required Liaise with external agencies (e.g., hospitals, community services) to ensure efficient referral processing Referral & Information Requests Process referrals using the Electronic Referral System (ERS) Maintain an accurate referrals database Manage requests for information (e.g., SARs, insurance, solicitor letters, DVLA forms) IT & Administrative Support Provide local IT support and act as liaison with external IT services Offer general administrative assistance to the practice team under the Lead Administrators direction Input and extract data to support practice reports File, photocopy, and manage documentation as needed Training & Additional Duties Participate in relevant training courses as agreed with the team leader Carry out any additional duties to support the efficient running of the administration office and practice The above list of duties is not exhaustive and may be subject to change as deemed necessary.

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 , 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 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 to 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.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate