THE POPLARS MEDICAL CENTRE JOB DESCRIPTION

Transcription

1 THE POPLARS MEDICAL CENTRE JOB DESCRIPTION JOB TITLE: REPORTS TO: ACCOUNTABLE TO: Salary:: Hours of Operation: Medical Administrator Practice Manager The Partners & Practice Manager pro rata 7.00am to 6.30pm Mon Fri (may require Saturday mornings in the future) OUTLINE OF DUTIES & RESPONSIBILITIES To greet patients in a friendly and courteous manner at all times. To answer telephone calls in a polite and professional manner. To make appointments for the doctors surgeries and nurses clinics using the Practice clinical information system To ensure that surgeries and clinics run on time, making sure that the doctors and other clinicians are aware of their schedules. To take prescription orders over the phone assisting patients with queries over new medication, drug names and generic products. Answering patient queries regarding various Practice policies and initiatives. To open the post, and distribute accordingly. To arrange new patient registrations, explaining the surgery policies. To listen to patient complaints, making sure that they are addressed and dealt with appropriately. To book outpatient appointments using the choose and book system To retrieve patients medical records for various clinics and surgeries. To file patients records in the correct manner. To check and update patients addresses, telephone numbers etc, on both manual and computerised records. To scan all hospital correspondence accurately. To create new patients medical records. Culling & tagging of all new medical records Path Links daily management of pathology results system. To provide secretarial cover in the absence of the practice secretary. Monitor and action all patients DNA s according to Practice policy. Note summarising -entering patient histories from new medical records Entering relevant information from Out of Hours doctor reports onto clinical system Maintain and update patient priority lists.

2 To cover duties for other members of staff, this may arise in the case of absence, sickness and holidays. Chaperone GP if required. To ensure that the surgery in which you are working is left secure after use at all times during your work hours and ensuring Practice premises and perimeters are left secure at the end of the day. Shared responsibility for reception, waiting rooms and consultation rooms upkeep and tidiness including leaflets and posters To ensure that strict confidentiality protocols are adhered to. Attending and contributing to practice meetings. To attend training sessions on behalf of the practice as required. To comply with health & safety procedures and report any areas of concern to the Practice Manager. Opening and securing of premises when required To undertake any other duties as may be determined from time to time to ensure the efficient running of the practice. Effort & Environment Use of PC on a daily basis requiring a high level of concentration for speed and accuracy. Receives highly sensitive and confidential information from patients and Practice staff. Requires main proportion of time sitting but some degree of standing and walking. 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. 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

3 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 recognises the importance of people s 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 team s 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 Recognise people s 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

4 Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate. This job description reflects the current main organisational priorities for the post. In the context of rapid change taking place within the NHS/Practice, these priorities will develop and change in consultation with the post holder in line with service business needs and priorities

5 PERSON SPECIFICATION MEDICAL ADMINISTRATOR ESSENTIAL DESIRABLE QUALIFICATIONS Good Standard of Education Administrative qualification e.g. RSA II EXPERIENCE/ KNOWLEDGE SKILLS PERSONAL ATTRIBUTES Experience of working in an environment with direct contact with the public. Computer Literate with working knowledge of Microsoft Word, Excel. Effective use of written and verbal skills. Excellent communication skills. Good organisational skills. Good Telephone skills Time management skills A good communicator with excellent interpersonal skills and the ability to contribute within a team environment. Sensitivity, tact and diplomacy, self motivation and high degree of personal integrity A flexible, friendly and adaptable approach. Experience of dealing with people in a health or social care context Previous experience as a GP receptionist Experience of working to deadlines. Knowledge of and other NHS clinical systems. Ability to prioritise tasks Secretarial Typing Skills Evidence of on-going personal development