Administration Assistant - Hedon, United Kingdom - Holderness Health

Description

Job summary

If you want to be part of our patient focused organisation and youwant to contribute to the quality and safety of patient care this role could befor you.

If you share Holderness Healths values ofcollaboration, integrity, quality, respect and wellbeing and you are lookingfor a new challenge, we would love to hear from you. The role of Administration Assistant entails working in all areas of our adminservice, receiving and processing all formsof clinical information within our organisation both incoming and out-going. You will ensure that all work isperformed in line with practice policy. You will be working in a very privilegedposition with access to patient information which will be processed by you withthe utmost confidentiality and discretion.You will be an adaptable person with a great eye for detail, the workyou will be called upon to do is essential to support our currentadministrators in accurately keeping patient records up to date which isessential for appropriate health care.

Main duties of the job

Along with your teammates you will be responsible for processing thewide variety of patient information that is received and/or sent out by thepractice. You will identify specific information contained in the documents andmake decisions regarding the further management of each document.

Ideally you will be able to demonstrate that you have transferableskills or be experienced in a similar role.

Qualifications in English and Maths along withknowledge of using computers and a variety of software including Excel and Wordare required and having a knowledge of SystmOne and medical terminology will beadvantageous.

Our admin colleagues are hardworking and processing hundreds of documents every week. They spend long periods of time focusing on either producing documentation for referrals etc or reading and coding significant medical information from hospital out-patient appointments and discharge documents. Incoming documents are then either filed or forwarded to clinical or pharmacy staff for further action. The information that is coded then forms part of the patients digital record. The more experienced members of our admin team support and guide their newer colleagues and they all share anything new they have learned in the course of their work. The admin team colleagues ensure that the days workload is distributed appropriately, this helps team members to develop their knowledge and experience and offers variety to their working week.

About us

We are a large rural practice with over 35,000 patients. The practices administration colleagues are mainly locatedat 1501 Hedon Road, however, employees of Holderness Health work on a crosssite contract and can be asked to be flexible by working out of any one of our7 buildings if required, therefore access to transport is essential.

If you are interested and feel you have what it takes to work inthis busy environment, we would be very pleased to hear from you. We offer a welcoming practice environment, 25days annual leave plus bank holidays, access to the NHS pension scheme and the opportunityto work amongst a team of dedicated colleagues.

The closing date for this vacancy is Monday the 13th ofMay 2024 and Interviews will take place on Wednesdaythe 22nd of May 2024

Job responsibilities

JOBTITLE Administration Assistant

REPORTSTO PatientServices Manager (Admin and Estates)

HOURS 20 hoursper week

LOCATION Any of our 7 sites

Job Summary:

Thepurpose of the role is to:

Provideadministrative support to the administration team of Holderness Health. This includes secretarial duties,correspondence management and records management. The work involved may be atany one of our 7 sites

Inline with practice policies the post holder will

projecta professional, positive and friendly image to colleagues, patients and other visitors, either in personor via the telephone.

Undertakea variety of administrative duties in relation to management of incoming andout going correspondence and also the management of patient records.

Facilitateeffective communication between patients, staff and other healthcare professionalsensuring confidentiality is always maintained.

Duties andResponsibilities:

Theduties and responsibilities to be undertaken by the administration supportassistant may include any or all of the items in the following list. Duties may be varied from time to time underthe direction of the Management Team.All duties are to be carried out professionally.

Receiveand manage hard copy post

Scan,merge and attach patient correspondence to correct patient records

Inline with data quality rules ensure that information is accurate, is notduplicated and that it is recorded in chronological order.

Processall correspondence in accordance with practice policies and procedures and inline with safeguarding and GDPR rules

Tidythe problem page ensuring a consistent presentation of information.

Accuratelyattach electronic documents to patient records.

Identifyany new diagnoses from documentation and add codes to the patient record toreflect this.

Determinewhen correspondence requires additional actions and forward to the clinicalteam or pharmacists for further actions and management and ensure that theinformation is forwarded to the correct colleague.

Manageincoming electronic documents both within the clinical system the departmentalinboxes

Ensure tasksin the practice clinical system are managed and actioned on a daily basis

Provide additionalcover at times of holiday or sickness.

Assist withthe provision of departmental audit information.

Attendmeetings and take part in significant event reporting and reviews.

Generatereferrals from both audio recordings and textual communications, and forwardthem to the appropriate services.

Take receiptof and record the arrival of new patient records, and also process deductionrequests ensuring all paper records are forwarded to PCSE once retrieved

Search forand file patient notes, recording location of notes in the clinical system

Summarisepatient records into the practice clinical system by readcoding relevantinformation from patient medical notes.

Confidentiality:

In the course of seeking treatment,patients entrust us with, or allow us to gather, sensitive information inrelation to their health and other matters.They do so in confidence and have the right to expect that staff willrespect their privacy and act appropriately

In the performance of the dutiesoutlined in this job description, the post-holder may have access toconfidential information relating to patients and their carers, practice staffand other healthcare workers. They mayalso have access to information relating to the practice as a businessorganisation. All such information from any source is to be regarded asstrictly confidential

Information relating to patients,carers, colleagues, other healthcare workers or the business of the practicemay only be divulged to authorised persons in accordance with the practicepolicies and procedures relating to confidentiality and the protection ofpersonal and sensitive data

Health & safety:

The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health & safety policy, the practice health &safety manual, and the practice infection control policy and publishedprocedures. This will include:

Using personal security systems withinthe workplace according to practice guidelines

Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks

Making effective use of training toupdate knowledge and skills

Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health andsafety and infection immediately when recognised

Keeping own work areas andgeneral/patient areas generally clean, assisting in the maintenance of generalstandards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection controltraining (minimum annually)

Reporting potential risks identified

Demonstrate due regardfor safeguarding and promoting the welfare of children.

Equality, diversity and inclusion:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, and currentlegislation

Respecting the privacy, dignity, needsand beliefs of patients, carers and colleagues

Behaving in a manner that is welcomingto and of the individual, is non-judgmental and respects their circumstances,feelings priorities and rights.

Personal/professional development:

Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, with such training to include:

Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development

Taking responsibility for owndevelopment, learning and performance and demonstrating skills and activitiesto others who are undertaking similar work

Responsible for undertaking ownmandatory training as per practice policy

Quality:

Thepost-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues ofquality and risk

Assess own performance and takeaccountability for own actions, either directly or under supervision

Contribute to the effectiveness of theteam by reflecting on own and team activities and making suggestions on ways toimprove and enhance the teams performance

Work effectively with individuals inother agencies to meet patients needs

Effectively manage own time, workloadand resources

Communication:

Thepost-holder should recognise the importance of effective communication withinthe team and will strive to:

Communicate effectively with otherteam members

Communicate effectively with patientsand carers

Recognise peoples needs foralternative methods of communication and respond accordingly

Contribution to the implementation ofservices:

Thepost-holder will:

Apply practice policies, standards andguidance

Discuss with other members of the teamhow the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Qualifications

Essential

Desirable

Experience

Essential

Desirable

Additional Criteria

Essential