Administration Assistant - Patrington, 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, working with the Correspondence team, the Secretarial team and ourData Summarisers, receiving and processingall forms of clinical information within our organisation both incoming fromhospitals and other healthcare organisations, and out- going referrals and enquiries. You will ensure that all work is performed inline 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.

The hours for this vacancy are Monday, Tuesday, Thursday and Friday - 5 hours per day.

The closing date for this vacancy is Thursday 20th June2024 and Interviews will take place on Tuesday 2ndof July.

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.

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, access to transport is essential.

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

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.

Job responsibilities

JOB TITLE Administration Assistant

REPORTS TO Patient Services Manager (Admin and Estates)

HOURS 20 hours per week

LOCATION Any of our 7 sites

Job Summary:

The purpose of the role is to:

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

In line with practice policies the post holder will

project a professional, positive and friendly image to colleagues, patients and other visitors, either in person or via the telephone.

Undertake a variety of administrative duties in relation to management of incoming and out going correspondence and also the management of patient records.

Facilitate effective communication between patients, staff and other healthcare professionals ensuring confidentiality is always maintained.

Duties and Responsibilities:

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

Receive and manage hard copy post

Scan, merge and attach patient correspondence to correct patient records

In line with data quality rules ensure that information is accurate, is not duplicated and that it is recorded in chronological order.

Process all correspondence in accordance with practice policies and procedures and in line with safeguarding and GDPR rules

Tidy the problem page ensuring a consistent presentation of information.

Accurately attach electronic documents to patient records.

Identify any new diagnoses from documentation and add codes to the patient record to reflect this.

Determine when correspondence requires additional actions and forward to the clinical team or pharmacists for further actions and management and ensure that the information is forwarded to the correct colleague.

Manage incoming electronic documents both within the clinical system the departmental inboxes

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

Provide additional cover at times of holiday or sickness.

Assist with the provision of departmental audit information.

Attend meetings and take part in significant event reporting and reviews.

Generate referrals from both audio recordings and textual communications, and forward them to the appropriate services.

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

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

Summarise patient records into the practice clinical system by readcoding relevant information from patient medical notes.

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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

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

Actively reporting of health and safety and infection immediately when recognised

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

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality, diversity and inclusion:

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, with 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

Responsible for undertaking own mandatory training as per practice policy

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

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance

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

Participate in audit where appropriate

Additional Criteria

Essential

Qualifications

Essential

Desirable

Experience

Essential

Desirable