Assistant Practice Administrator 28 hours per week Monday to Thursday (Band 2)
Interviews will be held on 22.2.24
Location – Longshoot Health Centre, Scholes, Wigan, WN1 3NH
To apply please send a CV and covering email by the 14.1.24 to firstname.lastname@example.org
You will be responsible for supporting our back-office administration team. Your tasks will be varied and will involve, but not limited to, the accurate and timely processing of prescription requests in electronic and paper format including online requests. Maintaining prescription audits and carrying out EMIS clinical searches. You will be required to process EMIS and Docman Tasks as well as chase results from third parties, organise follow up appointments, patient recalls, blood test requests, summarising new patient medical records. Adding on SNOMED coding, adding onto the clinical system new patient registrations as well as maintaining the process for patient deductions. You will require knowledge of processing patient referrals using Lexacom dictation software and ERS (electronic referral service). In addition, the post-holder will be expected to support the multidisciplinary team, ensuring the strategic objectives of the practice are met. It will be necessary for you to cover in reception during times of annual leave/sick leave.
The following are the core responsibilities of the Assistant Practice Administrator.
• Process prescription requests in accordance with practice protocol that are received electronically or via the pharmacy or paper requests submitted by the patient themselves
• Produce prescriptions for the GP to sign in an acceptable timeframe
• Ensure all prescription requests are processed and are ready for collection within a 72 hour timeframe
• Liaise regularly with our clinical pharmacists who are part of the additional roles scheme, in particular regarding reconciling medications to facilitate monthly collections, acute/repeat medication requests and where required encouraging patients to order only what they require
• Act upon compliance issues, liaising with the appropriate clinician
• Ensure medication reviews are arranged by the clinical pharmacists or GP/ANP.
• Record and report adverse effects accurately and appropriately, informing the patient’s usual GP or on call GP immediately
• Deal with all prescription related enquiries in a timely manner including shared care and those patients who are on daily, weekly or fortnightly medication.
• Carry out system searches as requested – maintaining shared care diary entries and running a failsafe for shared care prescribing
• Check daily EMIS and Docman workflow tasks sent to the prescription team and practice administration team and action accordingly
• Maintain an accurate patient recall system for long term conditions.
• Support our practice administrator in ensuring our QoF patient registers are continually actioned throughout the year.
• Effectively liaise with external services i.e. district nurses, care home team, home phlebotomy service and community react team to ensure medications and blood tests are arranged for housebound patients
• Document actions in patients records to provide a comprehensive audit trail
• Organise follow up appointments (alongside associated follow up blood results /observations)
• Summarising patient medical records.
• Support with patient recalls (annual, monthly and diary entries)
• Support with seasonal health campaigns
• Support with practice champion roles.
• SNOMED coding – in line with various contractual requirements.
• Support clinical staff and management with general tasks as requested
• Update our social media – for example facebook, website, patient call screen.
• Responsible for the patient registration process and deductions process.
• Provide staff cover as needed in reception during times of sick leave and annual leave
In addition to the primary responsibilities, the prescription administrator may be requested to:
a. Support the reception team as required
b. Partake in audits as directed
c. Complete opening and closing procedures in accordance with the duty rota where required.
Educated to GCSE level or equivalent
GCSE Mathematics & English (C or above)
NVQ Level 2 in Health and Social Care
Experience of working with the general public
Experience of administrative duties
Experience of working in a health care setting
Summarising Patient’s notes
Experience as working as a prescription clerk
Experience of using Lexacom audio transcription
Experience of Electronic Referral System (previously known as Choose and Book)
Experience using Arden’s searches
Effective time management (Planning & Organising)
Ability to work as a team member and autonomously
Excellent communication skills (written and oral)
Strong IT skills
Clear, polite telephone manner
Competent in the use of Office and Outlook
Good interpersonal skills
Problem solving & analytical skills
Ability to follow policy and procedure
EMIS user skills
Docman 10 user skills
Polite and confident
High levels of integrity and loyalty
Sensitive and empathetic in distressing situations
Ability to work alone under pressure
Disclosure Barring Service (DBS) check
All staff at Dr M K Patel and Partners have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Assistant Practice Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Staff at Dr M K Patel & Partners must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
At Dr M K Patel & Partners, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform.
Annual leave is based on agenda for change and taken in equal proportion throughout the year.
This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
Closing date: 14/01/2024Job reference: 01/24Job type: PermanentStaff group: Administrative and ClericalJob location: WiganEmployer: Dr M K Patel and Partners, Longshoot Health CentreSalary: Band 2
For more information about this job vacancy please contact Angela Mottram, Practice Manager, Dr M K Patel & Partners, email@example.com, 01942 807750.Connect with Dr M K Patel & Partners on Workforce Connect