About this role
Job summary
We would like to extend our busy administration team, and are seeking to recruit a motivated, reliable and conscientious individual who can make a valuable contribution to our surgery team.
You will be supported by a longstanding team in a role which is extremely varied and interesting. Patient experience is valuable to us and you will work alongside the clinical and operational teams to process patients documentation and communications.
Experience of working within the NHS would be an advantage, however training would be provided for the right candidate.
Main duties of the job
The post holder will be required to provide comprehensive, professional, and effective administrative cover. You will have direct contact with patients both face-to-face and over the telephone. You will be highly skilled and experienced in a full range of administrative work practices with a proficient use of Microsoft software and preferably NHS software packages to present accurate reports and correspondence.
About us
Bennetts End Surgery is a large GP Practice in Hemel Hempstead serving a population of over 15,000 patients. We are a friendly forward-thinking training practice situated in a purpose-built surgery with 25 Consulting rooms. We offer a full range of Clinical services to the patients we serve; the building also houses a Pharmacy and MASTA (travel) clinic.
We offer NHS pension scheme, free on site parking, NHS discount scheme, and Employee assistance programme.
Job description Job responsibilities Job Description
JOB TITLE: Patient Referrals Administrator
RESPONSIBLE TO: Management Team
ACCOUNTABLE TO: All Partners
OVERALL OBJECTIVE: It is the overall objective of the Bennetts End Surgery team to provide its patients with optimal primary care. The purpose of each team member is therefore to ensure that they perform their role in such a way as to ensure that all patients receive a high quality of service.
ROLE & SCOPE OF THE JOB: To be responsible for co-ordinating and managing patient referrals to other clinical services as requested by the clinical team. The post holder will be required to provide comprehensive, professional, and effective administrative cover. The post holder will have direct contact with patients both face-to-face and over the telephone. To be highly skilled and experienced in a full range of administrative work practices with a proficient use of Microsoft software and NHS software packages to present accurate reports and correspondence.
MAIN RESPONSIBILITIES:
To Co-ordinate referrals to clinical services within a given timeframe utilising E-referral system.
Action all incoming email within a timely manner.
To scan and code clinical documents.
To record and maintain accurate notes for internal meetings as required.
To prepare insurance reports and subject access requests in line with GDPR guidance.
To contribute to the facilitation of the in-house compliments and complaints process.
To Monitor and order stationery and postage machine supplies as requested.
To Maintain registers held by the practice.
To work in accordance with the Practices procedures and protocols, keeping accurate records of all patient interaction and demonstrating a clear commitment to attention to detail and quality.
To understand safeguarding issues of vulnerable patient groups and respond appropriately.
To ensure post is taken daily
To understand and work in accordance with the legal, statutory, ethical, and regulatory responsibilities of the Practice and the NHS.
To participate in continuous professional development and thereby contribute to quality improvement across the Practice.
To undertake ad hoc administrative tasks as requested by the Management team and Partners that assist in the smooth running of the Surgery.
CONFIDENTIALITY-
In the course of seeking treatment, patients entrust the 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. The post-holder must maintain the confidentiality of information about patients staff and practice business in accordance with the Data Protection Act 1998 and Caldicott principles.
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.
HEALTH AND SAFETY
The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy to include:
Using security systems within the workplace according to guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training and update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards
Reporting potential risks identified
SAFEGUARDING
All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children and adults. All concerns should be reported in line with the safeguarding protocols.
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 recognises 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 that 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.
To participate in continuous professional development and thereby contribute to quality improvement across the Practice.
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 recognise the importance of effective communication within the team and will strive to-
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Person Specification
Qualifications Essential
A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English Experience of working with the general public Experience of administrative duties Excellent communication skills and effective in communicating and understanding patient needs Competent in the use of MS Office and Outlook Problem solver with the ability to process information accurately and effectively, interpreting data as required Ability to use own initiative, discretion, and sensitivity Understanding of clinical coding Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity Ability to work as a team member and autonomously Sensitive and empathetic in distressing situations Good organisational skills Punctual and committed to supporting the team effort High levels of integrity and loyalty Clear, polite telephone manner Flexible and cooperative Motivated Disclosure Barring Service (DBS) check Occupational Health clearance
Desirable
Level 3 in Medical Terminology Experience of working in General Practice or the NHS Understanding of clinical coding Understanding of safeguarding adults and children
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 Bennetts End Surgery
Address Gatecroft
Hemel Hempstead
HP3 9LY
United Kingdom
Employer's website https://www.bennettsendsurgery.co.uk/ (Opens in a new tab)