Personal Assistant (Pa) To The Gps

The Quarter Jack Surgery
Wimborne, Dorset BH21 1AP
GP Personal Assistant (PA)
Job Description
Full time (37 hours) or 2 x part time considered
Pay dependent on experience; starting from £12.00 +
Hours: Monday - Friday 0830-1730 (with one afternoon off per week)
(Please note that some of the tasks detailed below will not be required initially, but will be introduced after training, as required)
Responsible to: Operations Manager
Our GP Personal Assistants are integral members of The Quarter Jack Surgery team. They act as a focal point of communication between patients, doctors and other medical staff.
This busy but fulfilling role is responsible for working closely with Care Navigators in the reception team, providing clinical administration for doctors and nurses, answering and making patient calls, responding to tasks and supporting the Care Navigators with queries. NHS/medical experience, excellent administrative and teamworking skills, and evidence of working effectively under pressure are essential. Applicants with a clinical background are preferred. The post is one of several admin staff who work closely together as a team within reception. The role is to provide a friendly and efficient PA service for patients, team members and clinicians and undertake additional administrative duties.
The following are the core responsibilities of the GP Personal Assistant. There may be, on occasion, a requirement to carry out other tasks; this will be dependent on factors such as workload and staffing levels.
KNOWLEDGE, SKILLS & EXPERIENCE REQUIRED

Excellent team worker, supporting other members of reception
Mature approach with ability to remain calm under pressure
Excellent telephone and inter-personal skills
Good standard of general education including IT
Ability to work with a methodical approach in a fast-paced environment
Flexibility to adjust work patterns to meet additional workload as it arises

DUTIES

Supporting members of reception team (eg Care Navigators and prescribing clerks) with patient enquiries including online queries
Supporting GPs, dealing with administrative queries and tasks on their behalf
Receiving and making telephone calls as requested
Arranging appointments for medicals and other non-routine appointments
Arranging home visits, home visit reports and responsibility for allocating a GP to undertake visit in the absence of registered GP as per the rota system
Taking messages and recording them
Processing forms prior to passing to a GP for completion, e.g. private health claim forms etc
Generating prescriptions in accordance with GP instructions
Following GP instructions on path links (pathology network)
Dealing with problems and queries from doctors, other healthcare staff and patients
Sorting of GP mail for scanning, data loading and/or destroying
Using SystmOne to enter patient information and identify patients requiring treatment/review
Checking GP appointments on SystmOne and advising of any discrepancies
Ensuring the NHS email system is used as an efficient means of communication
Liaison with consultants, technicians and other hospital staff
As part of the reception team, you would need to demonstrate flexibility and you may be asked to work in other areas

JOB RESPONSIBILITIES

To have a thorough knowledge of all practice procedures
To have a thorough knowledge of the practice area
To have a thorough knowledge of the practice Fire and Health & Safety Policies
To work in accordance with the policies and procedures established by the Practice
Support your GPs, ensuring appropriate tasks are delivered to your GP and subsequently dealt with
Call patients at the GP request, delivering information/messages in a professional and caring manner
Work collaboratively with other administrative and clinical staff to ensure seamless service delivery
Provide support to colleagues during busy periods or absences
Process and effectively signpost patients to the appropriate healthcare professional, depending on the presenting condition
Answer incoming phone calls, dealing with the caller's requests appropriately
Make appointments for patients attending or calling by telephone, using the computer system, and in accordance with the Practices appointment protocols
Initiate contact with and respond to requests from patients, team members and external agencies
Input data into the patient's healthcare records as necessary
Deal with queries regarding services offered by the practice
Arranging appointments for medicals and other non-routine appointments
Taking messages and recording them
Direct requests for information, e.g. SAR, insurance/solicitors' letters and DVLA forms, to the relevant department
Processing OOH / Hospital Letters
Scanning of letters and test results on to computerised medical records
Using the computer to enter patient information
Processing eConsult's to the appropriate healthcare professional or administrator
Ensuring patient signatures and ID on relevant forms
Registering temporary residents and those requiring immediately necessary treatment
Have an understanding of the duty GP role and operate within the surgery protocol when necessary
Liaison with other members of the Primary Health Care Team for patients attending
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general tasks as requested
As part of the administration team, you would be expected to demonstrate flexibility and you may be asked to work in other areas
Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress with be revised on a regular basis so that new objectives can be agreed
Contribute to public health campaigns (eg flu clinics) through advice or direct care

This job description represents the range of duties required of the post-holder at the time of issue. It is not an inflexible specification and may be reviewed according to need.
COMMUNICATION
The post-holder should recognise the importance of effective communication and strive to communicate effectively with other team members, patients, and carers and to recognise people's needs for alternative methods of communication and respond accordingly. This includes the use of the NHS email system as an efficient means of communication.
CONFIDENTIALITY

Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
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.
In the discharge of your duties, you may often be in possession of confidential/personal information. You must not disclose or discuss such information outside your place of work except in the proper discharge of your duties. You should access/read medical records only in the discharge of your duties and on a need-to-know basis only. Failure to observe confidentiality may result in disciplinary action.

HEALTH & SAFETY

The post-holder will manage their own and others' health & safety and infection control as defined in the Practice's Health & Safety Policy, the Practice Health & Safety Manual, and the Practice's Infection Control Policy and published procedures.
Comply with Practice health & safety policies by following agreed safe working procedures.
Actively report health & safety hazards and infection hazards immediately.
Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
Undertaking periodic infection control training (minimum annually).
Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the organisations Incident Reporting System.
Using personal security systems within the workplace according to Practice guidelines.
Making effective use of training to update knowledge and skills.

EQUALITY AND DIVERSITY

The post-holder will support, promote and maintain the Practice's Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

OTHER DELEGATED DUTIES
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
TERMS AND CONDITIONS OF EMPLOYMENT
As laid down, and amended from time to time, by The Quarter Jack Surgery.
JOB TYPES
Permanent, Full-time, Part-time
PAY
From £12.00 + per hour depending on experience
BENEFITS

5 weeks annual leave + bank hols (pro rata)
Company sick pay
Company pension
On-site/free parking
Company events

SCHEDULE

Monday to Friday 0830-1830

PLEASE SEND COVERING LETTER WITH CV
Job Types: Full-time, Part-time, Permanent
Pay: From £12.00 per hour
Expected hours: 30 – 37 per week
Benefits:

Company events
Company pension
Free parking
On-site parking
Sick pay

Schedule:

Day shift
Monday to Friday
No weekends

Experience:

Patient care: 2 years (required)
Administrative experience: 2 years (required)

Work Location: In person
Application deadline: 22/11/2024
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