About this role
Job summary
We are looking for an enthusiastic and reliable person, to work within our Patient Services Department. The role includes administration of correspondence relating to patients and the safe and efficient processing of data, the management of call and recall processes and other administrative tasks relating to patient care.
The applicant will be able to work under their own initiative and be able to contribute to the overall work of the practice team. Previous experience in a similar role is desirable, but not essential, as training will be given.
This is a full time position (37.5 hours).
Salary is dependent on experience and scope to include additional responsibilities may be available.
Main duties of the job
The following are the core responsibilities of the Patient Services Administrator.
Processing incoming and outgoing correspondence and ensuring patient related documents are attached to the correct patient record.Processing requests for information from third parties such as insurers and solicitorsCoding documents accurately onto healthcare records, identifying key information from patient correspondence.Allocation of electronic test results, taking appropriate action and informing patients and taking calls regarding test results.Making patient appointments as requested for: On the day urgent appointments following triage, Flu/Covid clinics and follow-up appointments from tasks, letters and results.Following procedure and completing required administrative protocol for any deathsSupport the clinical staff with general administrative tasks as require.Summarising of patient notes for online registrations.
About us
Filey Surgery strives to provide high-quality healthcare to the people of Filey and its surrounding district. Our doctors, nurses and broader team are dedicated to offering compassionate and professional care and a patient centred service. We are a friendly team committed to providing a positive working environment for all our staff.
We have a list size of around 9000 patients. We are a training Practice working with training GPs and medical students.
Job description Job responsibilities
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, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies.
Generic Responsibilities
All staff at Filey Surgery have a duty to conform to the following, further information can be found in the attached job description:
Equality, Diversity and Inclusion Safety, Health, Environment and Fire (SHELF) Confidentiality Quality and Continuous Improvement Learning and Development Collaborative Working Managing Information Service Delivery Security Professional ConductPrimary Key Responsibilities
Incoming Correspondence:
Process incoming and outgoing mail Scanning of patient related documentation and attaching scanned documents to patients healthcare records.Allocation of electronic letters to appropriate clinician/department (bearing in mind absences from the practice due to working days, holidays and sickness), via SystemOne workflow. Managing this correspondence with coding and completion where appropriate.Input data into the patients healthcare records as necessary Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms Coding & Actions on documents:
Identifying relevant clinical information contained in patient correspondence and input appropriate clinical codes on SystmOneAssisting with the onward management and administration of actions added by clinicians and other staff members. Data Quality and Recall Management
Action patient recalls as appropriate in a timely manner
Management of patient invites for NHS vaccination and immunisation programmes
Carrying out system searches as required
Review and manage systems for assuring compliance with Quality Outcomes Framework (QOF)
Electronic Results:
Allocation of electronic results received to appropriate clinician (bearing in mind absences from the practice due to working days, holidays and sickness), via SystmOne workflow. Taking appropriate action on electronic results. Informing patients and taking phone calls regarding test resultsAppointments:
Making patients appointments as requested for:
On the day (urgent) appointments (after requests have been triaged) Flu/Covid Clinics Follow-up appointments from actions on letters & resultsOther administrative duties:
Summarising of patient notes for online registrations Following procedure and completing required administrative work for any deaths Liaising with bereaved relatives, undertakers and secondary care regarding deaths and appropriate paperwork File and store records as required Photocopy documentation as required Support all clinical staff with general administrative tasks as requested Produce and record invoices for private work and ensure records are completed when payment received Managing all enquiries in an effective manner
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent. Qualification or competent in the use of Microsoft Office and Outlook
Desirable
GCSE Mathematics and English at Grade C or above.
Experience Essential
Experience of working with the general public Experience of establishing effective office administrative systems Excellent communication skills (written and oral) Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Experience and ability to follow policy and procedure
Desirable
Experience of working in a health care setting SystmOne user skills Excellent IT skills
Personal Qualities Essential
Polite and confident Flexible and cooperative Motivated High levels of integrity and loyalty Ability to work under pressure
Desirable
Forward thinker
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 Filey Surgery
Address Filey Surgery
Station Avenue
Filey
North Yorkshire
YO14 9AE
United Kingdom
Employer's website https://www.fileysurgery.co.uk/ (Opens in a new tab)