Job summary A new role has been created to support the Practice Manager in all aspects of patient services to ensure efficient and effective delivery of services and communication.
We are looking for someone who can work under pressure in an environment which requires flexibility and yet also have a thorough understanding of following protocols.
You will have great patient management skills and an eye for detail to ensure our adherence to strict regulatory requirements.
Main duties of the job Reporting in to the Practice Manager you will be required to implement new processes and engage with other members of the practice team to ensure the smooth and efficient running of our services.
The key elements of the role include; supervising reception and secretary operations, taking responsibility for the accuracy of patient data, leading on communications both internal and external and ensuring patients receive the most effective care with the resources that we can provide.
About us We are a small, friendly GP surgery with a commitment to excellence in delivering primary care.
We have a hard-working team who strive to ensure that our patients are well looked after and have access to the services that they need.
Job description Job responsibilities To supportthe Practice Manager in all aspects of patient services to ensure efficient andeffective delivery of services and communication.
Responsible and accountable to: The Practice ManagerKEY RESPONSIBILITIES:Reception OperationsResponsible for patient sign-postingknowledge, training and communicationManage day to day receptionresources including overseeing the reception rota and ensuring adequate coverfor the operation of the Beer and Townsend House sitesMonitor skills matrices for staffand ensure training needs are metProvide ongoing training in;telephony response, service provision, liaison with external agenciesMedical Secretary OperationsSendingreferral requests to hospitals and manage the referral process to ensure thatit is timely and accurate Managingthe referrals email inboxRespondingto GP referrals tasksRespondto Subject Access Requests in a compliant timescale.Ensuringthat all external communications electronic and paper - are appropriately coded,filed and actioned where necessaryRespondto requests for patient medical data from external agents including solicitors,DVLA and insurance companiesBeaware of regulatory and compliance requirements for safeguarding, dataprotection and access to medical records.Preparestatistical reports/audits/analysis of data as required.Providecross-cover for leave with our specialist ENT secretarial role.Patient Data ComplianceManage the new patientregistration process and ensure all steps are taken to identify safeguardingand prescribing requirements for new patient registrations.Manage deductions fromthe medical records system and understand the impact on practice finances ofdeductions.Be responsible for theaccuracy of patient data including but not limited to; accuracy of personalinformation, visibility of information, home screen reminders.Identify categorise andcode where relevant patient cohorts such as carers, veterans, care homeresidents etcMonitor safeguardinglists and ensure that they are accurate (with new additions and removal ofhistoric safeguarding information) through liaison with usual GP.Introduce initiatives topractice staff to improve data quality and communicate across clinical andnon-clinical staff teamsDocument Workflow ManagementBe responsible forensuring the accurate and timely management of documents into the practice,including those received both electronically and physically.Liaise with the PCN Workflowteam to ensure that the protocol is up to date, any issues are identified andcommunicated quickly and GPs are confident in the process.Patient Participation GroupSupport the PracticeManager with the administration of the PPG meetings, attending meetings whererequired.Engage with the PPG toaction initiatives, support membership recruitment and provide a point ofliaison for queries.Surgery CommunicationsProduce and circulatethe Townsend Newsletter on a quarterly basis.Manage the websitecontent to ensure that it is compliant and up to date.Manage the surgerysocial media to ensure that it is compliant and used appropriately.Ensure that internal andexternal patient and staff communication is professional, appropriate andcompliant.Other TasksProvide support to the PracticeManager as required.Knowledge andunderstanding of CQC compliance and its relevance to patient servicesDeputise for the PracticeManager in their absence.Partake in audits asrequested by the audit lead.Maintain a workingknowledge of local & national NHS initiatives.This is not an exhaustive list and may changeto reflect business needs.
Person Specification Qualifications Essential GCSE Grade A to C in English and Maths Desirable A levels/BTEC Experience Essential Experience of working in the NHS with knowledge and understanding of primary care Experience of working with a multi-disciplinary team Patient-facing experience or experience of working with vulnerable people An understanding of a regulated environment Confidence with technology including PCs, telephony, software and networks Fantastic organisational skills Scheduling and time sensitive work flow management Desirable Experience of SystmOne or equivalent Understanding of the role of CQC Other requirements Essential Flexibility in terms of working hours to fit with Practice requirements Enhanced Disclosure Barring Service check Evidence of continuing professional developement Access to own transport