Job description

Job responsibilities

MAIN DUTIES & RESPONSIBILITIES:

To work closely with GPs and other primary care professionals, and maintain a deep understanding of local safeguarding processes, organisations and regulations.

Primary Key Responsibilities

• Oversee the workflow of safeguarding reports and documents and ensure they are circulated to appropriate clinicians in line with organisational safeguarding policies.
• Deliver induction safeguarding training to new PCN and practice staff.
• Support the maintenance of safeguarding and cause for concern registers, including ensuring the correct coding is added to patient records to aid clinicians in identifying those children and adults who are cause for concern.
• Prepare, draft and coordinate safeguarding reports and submissions on behalf of clinicians and safeguarding leads, ensuring information is submitted accurately and within required timescales.
• Support the Safeguarding Lead in coordinating communication, information sharing and safeguarding meetings with partner organisations, including health visitors, MASH, ICS safeguarding leads and social workers. This includes obtaining and collating relevant information, organising and attending meetings, recording actions, updating patient records and monitoring agreed follow-up actions in line with PCN safeguarding procedures.
• Add alerts to parent records and those who have a child on a safeguarding plan.
• Provide guidance on local safeguarding processes, policies and referral pathways within the scope of the role, escalating complex safeguarding concerns to the appropriate clinical Safeguarding Lead.
• Coordinate the gathering, collation and sharing of safeguarding information from partner organisations, including social care, health visitors, education providers, community services, mental health services and acute trusts, ensuring information is appropriately recorded, communicated to relevant clinicians and managed in accordance with safeguarding, information governance and PCN procedures.
• Respond to child protection meetings as advised by the organisations Safeguarding Lead, prepare appropriate documentation, and send apologies as necessary.
• Monitor DNAs for children regarding missed clinical appointments and refer to appropriate clinicians for follow-up (e.g., practice nurse, usual GP, Safeguarding Lead) in line with organisational safeguarding policies.
• Update alerts and warnings in the EMIS record according to organisational safeguarding protocols when safeguarding concerns are recorded.
• Be able to signpost staff to relevant agencies and assistance for all types of safeguarding and be aware of local resources and disseminate updates to colleagues.
• To participate in audits, service reviews and quality improvement activities as required.
• Maintain and develop knowledge of safeguarding processes, policies and guidance relevant to the role and support staff awareness of safeguarding responsibilities.
• To have regular safeguarding supervision and case reviews.
• Help practices ensure safeguarding policies and procedures are up to date and consistent with agreed best practices as defined by local and national guidelines.

Person Specification

Qualifications

Essential

• NVQ Level 3 in an appropriate discipline or equivalent qualification

Desirable

• Care planning and co-ordination qualification
• Safeguarding Training Children and Adults Level 3

Experience

Essential

• Experience working within a health or care sector
• Experience in organising meetings, preparing agendas and writing minutes
• Experience of working within a multi-disciplinary team
• Experience of coordinating meetings involving multiple agencies
• Experience of safeguarding in any capacity

Desirable

• Experience of direct contact with patients/service users and their carers or families

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

Newport & Central Primary Care Network

Address

Newport & Central PCN

5 Acorn Way

Shawbirch

Telford

TF5 0LW

United Kingdom

Employer's website

https://newportandcentralpcn.gpweb.org.uk/ (Opens in a new tab)

Job description

Job responsibilities

JOB DESCRIPTION

Job Title: Scanning Administrator

Reports To: Office Manager

Job Summary:

To ensure that all incoming and internal patient correspondence is scanned onto the patients medical record.

To be able to locate documents as needed by the clinical and non-clinical staff

To carry out administrative related tasks as delegated by the doctors and non- clinical staff

Duties and Responsibilities

• Sort all incoming patient-related mail.
• Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
• Add any additional information about the source of the document
• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
• Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
• Carry out administrative tasks relating to patient records, including filing, document management
• Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
• Action as per agreed procedures electronic documents received directly into EMIS e.g. OOH reports
• Action as per agreed procedures electronic documents received directly into Docman e.g. discharge reports

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 and 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, free from hazards
• Actively reporting health and safety hazards and infection hazards 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

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 recognizes 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 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 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 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
• Recognize 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

Person Specification

Qualifications

Essential

• Good standard of general education including GCSE grade A-C in English and Maths (or equivalent)

Qualities / Attributes

Essential

• Team player
• Able to work under pressure

Experience

Essential

• Experience of Microsoft Office software

Desirable

• Previous experience working within a GP practice, NHS or healthcare environment.
• Experience of using EMIS Web.
• Experience of using Docman.
• Knowledge of clinical correspondence and patient records management.

Knowledge and Skills

Essential

• Excellent organisational and administrative skills.
• High level of accuracy and attention to detail.
• Good IT and keyboard skills.
• Ability to prioritise workload and work independently.
• Excellent communication and teamwork skills.
• Understanding of the importance of patient confidentiality.

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

Shawbirch Medical Centre

Address

Shawbirch Medical Centre

Brandon Avenue

Admaston

Shropshire

TF5 0DU

United Kingdom

Employer's website

https://www.shawbirchmedicalcentre.nhs.uk (Opens in a new tab)

Job description

Job responsibilities

MAIN DUTIES & RESPONSIBILITIES:

To work closely with GPs and other primary care professionals, and maintain a deep understanding of local safeguarding processes, organisations and regulations.

Primary Key Responsibilities

• Oversee the workflow of safeguarding reports and documents and ensure they are circulated to appropriate clinicians in line with organisational safeguarding policies.
• Deliver induction safeguarding training to new PCN and practice staff.
• Support the maintenance of safeguarding and cause for concern registers, including ensuring the correct coding is added to patient records to aid clinicians in identifying those children and adults who are cause for concern.
• Prepare, draft and coordinate safeguarding reports and submissions on behalf of clinicians and safeguarding leads, ensuring information is submitted accurately and within required timescales.
• Support the Safeguarding Lead in coordinating communication, information sharing and safeguarding meetings with partner organisations, including health visitors, MASH, ICS safeguarding leads and social workers. This includes obtaining and collating relevant information, organising and attending meetings, recording actions, updating patient records and monitoring agreed follow-up actions in line with PCN safeguarding procedures.
• Add alerts to parent records and those who have a child on a safeguarding plan.
• Provide guidance on local safeguarding processes, policies and referral pathways within the scope of the role, escalating complex safeguarding concerns to the appropriate clinical Safeguarding Lead.
• Coordinate the gathering, collation and sharing of safeguarding information from partner organisations, including social care, health visitors, education providers, community services, mental health services and acute trusts, ensuring information is appropriately recorded, communicated to relevant clinicians and managed in accordance with safeguarding, information governance and PCN procedures.
• Respond to child protection meetings as advised by the organisations Safeguarding Lead, prepare appropriate documentation, and send apologies as necessary.
• Monitor DNAs for children regarding missed clinical appointments and refer to appropriate clinicians for follow-up (e.g., practice nurse, usual GP, Safeguarding Lead) in line with organisational safeguarding policies.
• Update alerts and warnings in the EMIS record according to organisational safeguarding protocols when safeguarding concerns are recorded.
• Be able to signpost staff to relevant agencies and assistance for all types of safeguarding and be aware of local resources and disseminate updates to colleagues.
• To participate in audits, service reviews and quality improvement activities as required.
• Maintain and develop knowledge of safeguarding processes, policies and guidance relevant to the role and support staff awareness of safeguarding responsibilities.
• To have regular safeguarding supervision and case reviews.
• Help practices ensure safeguarding policies and procedures are up to date and consistent with agreed best practices as defined by local and national guidelines.

Person Specification

Qualifications

Essential

• NVQ Level 3 in an appropriate discipline or equivalent qualification

Desirable

• Care planning and co-ordination qualification
• Safeguarding Training Children and Adults Level 3

Experience

Essential

• Experience working within a health or care sector
• Experience in organising meetings, preparing agendas and writing minutes
• Experience of working within a multi-disciplinary team
• Experience of coordinating meetings involving multiple agencies
• Experience of safeguarding in any capacity

Desirable

• Experience of direct contact with patients/service users and their carers or families

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

Newport & Central Primary Care Network

Address

Newport & Central PCN

5 Acorn Way

Shawbirch

Telford

TF5 0LW

United Kingdom

Employer's website

https://newportandcentralpcn.gpweb.org.uk/ (Opens in a new tab)