Job summary
ABOUT ALBANY HOUSE MEDICAL CENTRE, OUR VALUES AND BEHAVIOURS
Our purpose is to deliver the best possible care for all the people who visit our practices, either as patients, the public or as staff.
As one of the largest and busiest surgeries in Wellingborough, our vision is to move from where we are now to where we want to be, the journey from good to great.
We are currently seeking a dedicated and skilled individual to join our referrals admin team.
The candidate will play a crucial role in ensuring all referral tasks are effectively coordinated and are completed in a timely manor. Maintaining up-to-date patient records and facilitating seamless communication internally and externally.
In undertaking this role you are expected at all times to behave in accordance with our practice values which demonstrate your commitment to the delivery of high quality services to patients. This will be in accordance with agreed objectives, quality standards, and resource constraints.
Main duties of the job
Your main duties will involve, typing medical correspondences on behalf of GPs, hospital consultants, and
external agencies.
You will be required to process clinical and non-clinical administration, including private
letter requests.
Monitor personal emails and messages.
Photocopy documents, reports, and medical records.
Assist in the smooth running of the practice by providing clerical
support to clinical staff and other team members when required.
Facilitate effective communication with patients, internal, and external
healthcare professionals in primary and secondary care settings.
Type referrals and clinical letters.
Prioritize tasks to ensure timely completion.
Monitor the referral e-referral service and communicate appropriately with
relevant parties/agencies.
Maintain a clean and organized working environment.
Actively participate in training to uphold patient safety and practice
procedures.
Ensure clinical records are adequately updated for a clear audit trail.
Maintain patient records for safety.
Handle correspondences promptly.
Accurately code clinical information in notes.
About us
Our values are:
We treat patients, service users, and each other with kindness, dignity and respect
Services are always designed around the Patient
We deliver services that are well managed, efficient, convenient and accessible for patients
We do what we say we are going to do
We are one team and work best when we work together
Job description
Job responsibilities
Communication
- Utilise and demonstrate sensitive communication styles, to ensure patients are fully informed and understand what is being said
- Communicate effectively with patients, carers, staff and general public recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating
- Anticipate barriers to communication and take action to improve communication
- Estimate and maintain effective communication with individuals and groups within the practice environment external stakeholders
- Act as an advocate when representing the patients and colleagues viewpoints to others
Delivering a quality service
- Produce accurate and complete records of patient information
- Prioritise, organise and manage own workload
- Participate in the maintenance of quality governance systems and processes across the organisation and its activities
- Support and participate in shared learning across the practice and wider organisation
- Ensure personal responsibility that statutory and mandatory training is up to date, e.g. Health and safety, Safeguarding children and vulnerable adults, basic life support, fire, etc.
Team working
- Understand own role and scope in the organisation and identify measures to drive further efficiency and efficacy
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working
- Work effectively with others to clearly define values, direction and policies impacting upon care delivery Participate in team activities that create opportunities to improve patient care
- Participate in and support local projects as agreed with the practice management team
Management of risk
- Assist management in managing and accessing risk within the areas of responsibility, ensuring adequate measures are in place to protect patients
- Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines
Utilising information
- Use technology as an aid to monitor, present and communicate information
- Review and process data accurately
- Fully understand the practices information governance policy to ensure strict confidentiality
Learning and development
- Assess own learning needs and undertake learning as appropriate
- Make effective use of learning opportunities
Equality and diversity
- Identify patterns of discrimination, take action to overcome this, and promote diversity and quality of opportunity
- Enable others to promote equality and diversity in a non-discriminatory culture
- Support people who need assistance in exercising their rights
- Monitor and adhere to local chaperoning policies
- Act as a role model in good practice relating to equality and diversity
- Accept the rights of individuals to choose their care providers, participate in care and refuse care. Assist patients from marginalised groups to access quality care
Staff
The post holder will:
- be required to take part in an annual performance appraisal, where this job description will be reviewed, and objectives set.
- be required to participate in the required training relevant to post.
- strictly follow information governance systems, policies and procedures. Failure to do so will result in disciplinary action
- abide by the terms and conditions outlined in the post holders employment contract and accompanying Practice HR Handbook
Policy
The post holder will be responsible for working within, applying and implementing the practice policies and procedures.
Key Working Relationships
Patients, public and service users
Internal and external stakeholders
Professional groups and bodies
External agencies
Local Authority
Professional Services
Contractors
General Duties
In addition to the key job responsibilities detailed in this job description all employees are expected to comply with the general duties detailed below:
All employees are subject to the requirements of the Health & Safety at Work Act. The post holder is required to ensure that as an employee, his or her work methods do not endanger other people or themselves.
All employees are subject to the requirements of the Data Protection Act and must maintain strict confidentiality in respect of patients and staffs records.
This job description is not to be taken as an exhaustive list of duties and it may be reviewed in the light of changed service needs and development. Any changes will be fully discussed with the post holder. The post holder will be required to carry out the duties appropriate to the grade and scope of the post and must demonstrate flexibility.
In order to ensure the practices ability to respond to changes in the needs of the service, after appropriate consultation and discussion with you (including consideration of personal circumstances current skills, abilities and career development) the practice may make a change to your location, duties and responsibilities that are deemed reasonable in the circumstances.
DISCLOSURE AND BARRING SERVICE
This post requires a standard/enhanced disclosure by the disclosure and barring service as it is regulated by statute. Failure to disclose details if you are currently / or in the future the subject of police investigation / proceedings which could result in a conviction, caution, bind over order or charges is a disciplinary matter, and may result in dismissal.
All Employees
All employees must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies will put patients at risk and repeated non-compliance will lead to disciplinary action.
SAFEGUARDING CHILDREN AND VULNERABLE ADULTS
The post holder is responsible for safeguarding the interests of children and adults who they come into contact with during their work. To fulfil these duties post holders are required to attend training and development to recognise the signs and symptoms of abuse or individuals at risk, to follow local and national policy relating a safeguarding practice and to report and act on concerns that they may have.
This job description 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.
Person Specification
Qualifications
Essential
- - GCSE grade A to C in English and Maths
Desirable
- - Medical Secretary Qualification
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
Albany House Medical Centre
Address
3 Queen Street
Wellingborough
Northants
NN8 4RW