GP Surgery Administrator - 1 Year Contract
We have a vacancy in our admin department for a new team member to cover a period of Maternity Leave.
The contract term will be 1 year from January or February 2025 dependent on start date.
You will be required to work 25 - 30 hours per week over 5 days (Monday to Friday). The working pattern is open to discussion on appointment.
Alongside other team members, you will deal directly with all correspondence coming into the surgery and complete other administration tasks such as referrals for further care, organising clinics, checking new patient notes, and stock control.
You will be using the EMIS clinical system to record patient-based data and use a multitude of web-based reporting and screening systems.
We are looking for someone who can take initiative and is confident with administration duties.
Applicants must have their own transport as there is no public transport available to the village.
Main duties of the job
Process correspondence (paper, electronic and email) attaching it to patient records.
Processing referrals for patients to Secondary Care.
Fulfilling follow-up actions such as informing a GP and contacting patients to make appointments.
Completing registrations (new patients).
Liaising with Hospitals, GP Surgeries, Coroner & other Government/external departments regarding patients who have left or died.
Dealing with practice emails e.g., from the out-of-hours service (ChoC), ambulance service, and other services.
Checking new patient notes on receipt from other GP Practices, checking the summary for accuracy, notifying GP/Dispensary team as necessary.
Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues.
Contribute to identifying and acting on potential improvements.
Other general admin tasks e.g., dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents, and any other admin tasks as needed.
About us Caldbeck Surgery is located on the northern edge of the Lake District National Park and serves 4,400 patients over 100 square kilometres of rural Cumbria.
We are a team of 30 people including 5 GP partners, with a strong educational ethos.
We are part of the Keswick and Solway Primary Care Network, which covers 43,500 patients from the Solway coast to Keswick and Carlisle.
Job responsibilities Workflow/data management
Process correspondence (paper, electronic and email) attaching it to patient records.
Fulfilling follow-up actions such as informing a GP and contacting patients to make appointments.
Completing registrations (new patients).
Liaising with Hospitals, GP Surgeries, Coroner & other Government/external departments regarding patients who have left or died.
Dealing with practice emails e.g., from the out-of-hours service (ChoC), ambulance service, and other services.
Checking new patient notes on receipt from other GP Practices, checking the summary for accuracy, notifying GP/Dispensary team as necessary.
Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues.
Contribute to identifying and acting on potential improvements.
Other general admin tasks e.g., dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents, and any other admin tasks as needed.
IT systems
Record patient-related data in our clinical system, Emis Web.
Use web-based reporting systems/data base systems e.g., PHE reporting, screening & immunisations systems.
Use email both for own emails and for generic practice emails.
Stock ordering
Checking stationery, clinical and cleaning stock and organising orders as needed.
Practice Project Support
Become involved with Green Practice Project, identifying areas of improvement and championing new initiatives.
Attend Patient Participation Group Meetings, producing minutes, assisting with actions, and organising future meetings.
Person Specification Experience
Highly literate, with good written English and the ability to understand and learn medical terminology.
Highly IT literate with experience of Microsoft Outlook, Word and web-based applications/forms.
Able to work well in a team environment, sharing workload and collaborating with the admin and wider surgery team.
Excellent personal communication skills; able to deal with patients and their carers in a sensitive and professional manner.
Previous experience of office administration in a small business environment.
Previous knowledge of the EMIS Clinical System.
Familiarity with local area and NHS Services.
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.
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The contract term will be 1 year from January or February 2025 dependent on start date.
You will be required to work 25 - 30 hours per week over 5 days (Monday to Friday). The working pattern is open to discussion on appointment.
Alongside other team members, you will deal directly with all correspondence coming into the surgery and complete other administration tasks such as referrals for further care, organising clinics, checking new patient notes, and stock control.
You will be using the EMIS clinical system to record patient-based data and use a multitude of web-based reporting and screening systems.
We are looking for someone who can take initiative and is confident with administration duties.
Applicants must have their own transport as there is no public transport available to the village.
Main duties of the job
Process correspondence (paper, electronic and email) attaching it to patient records.
Processing referrals for patients to Secondary Care.
Fulfilling follow-up actions such as informing a GP and contacting patients to make appointments.
Completing registrations (new patients).
Liaising with Hospitals, GP Surgeries, Coroner & other Government/external departments regarding patients who have left or died.
Dealing with practice emails e.g., from the out-of-hours service (ChoC), ambulance service, and other services.
Checking new patient notes on receipt from other GP Practices, checking the summary for accuracy, notifying GP/Dispensary team as necessary.
Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues.
Contribute to identifying and acting on potential improvements.
Other general admin tasks e.g., dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents, and any other admin tasks as needed.
About us Caldbeck Surgery is located on the northern edge of the Lake District National Park and serves 4,400 patients over 100 square kilometres of rural Cumbria.
We are a team of 30 people including 5 GP partners, with a strong educational ethos.
We are part of the Keswick and Solway Primary Care Network, which covers 43,500 patients from the Solway coast to Keswick and Carlisle.
Job responsibilities Workflow/data management
Process correspondence (paper, electronic and email) attaching it to patient records.
Fulfilling follow-up actions such as informing a GP and contacting patients to make appointments.
Completing registrations (new patients).
Liaising with Hospitals, GP Surgeries, Coroner & other Government/external departments regarding patients who have left or died.
Dealing with practice emails e.g., from the out-of-hours service (ChoC), ambulance service, and other services.
Checking new patient notes on receipt from other GP Practices, checking the summary for accuracy, notifying GP/Dispensary team as necessary.
Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues.
Contribute to identifying and acting on potential improvements.
Other general admin tasks e.g., dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents, and any other admin tasks as needed.
IT systems
Record patient-related data in our clinical system, Emis Web.
Use web-based reporting systems/data base systems e.g., PHE reporting, screening & immunisations systems.
Use email both for own emails and for generic practice emails.
Stock ordering
Checking stationery, clinical and cleaning stock and organising orders as needed.
Practice Project Support
Become involved with Green Practice Project, identifying areas of improvement and championing new initiatives.
Attend Patient Participation Group Meetings, producing minutes, assisting with actions, and organising future meetings.
Person Specification Experience
Highly literate, with good written English and the ability to understand and learn medical terminology.
Highly IT literate with experience of Microsoft Outlook, Word and web-based applications/forms.
Able to work well in a team environment, sharing workload and collaborating with the admin and wider surgery team.
Excellent personal communication skills; able to deal with patients and their carers in a sensitive and professional manner.
Previous experience of office administration in a small business environment.
Previous knowledge of the EMIS Clinical System.
Familiarity with local area and NHS Services.
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.
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