Administration Apprentice
Answering telephone calls from patients and managing their query in a polite and efficient manner.
Working on the reception desk, dealing with patient enquiries and marking patients in for their appointments.
Taking ownership of the clinical document process to include opening the post, scanning the documents, clinically coding the documents, carrying out any appropriate action contained within the document, determining if it requires forwarding to the patients’ registered GP (following a robust standard operating procedure)
Processing, including the coding of, and responding to, highly confidential safeguarding documents.
Initiating contact with and responding to, requests from patients, team members and external agencies.
Processing GP2GP transfers (electronic transfer of patients’ medical records to or from the practice) and following up on any anomalies.
Receiving and processing of insurance reports and other forms including raising invoices and accurately recording the request and its progress in EMIS Web (clinical system).
Adhoc coding such as from immunisation campaigns.
Summarising of incoming patients’ medical records (specific external training will be provided).
Receiving and processing patients’ request for copies of their medical records (subject access requests).
Taking ownership of the recall process for chronic disease and long-term conditions.
Booking private medicals.
Receiving and actioning emails through the administrators’ generic team email inbox.
Uploading referral forms onto the e-referral system, responding to referral queries and processing advice and guidance responses.
Processing the records of deceased patients (death certificates, cremation forms).
Input information into the patient’s healthcare records as necessary, for example, an ongoing patient query, so that the team can assist in your absence.
Maintain a clean, tidy, effective working area at all times.
Support clinical staff with general tasks as requested.
Partake in audit as directed by the audit lead.
Support the team by providing cover during staff absences.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. Signpost patients, and in appropriate circumstances, refer patients to the correct service (CPCS) (8-9am).
To stay up to date with required mandatory training.
Training:
Level 3 Business administrator apprenticeships are also known as advanced apprenticeships and are generally considered to be equivalent to two A level passes.
Training will be provided on site at Pinhoe Surgery, with online learning sessions, coaching and independant learning time provided by the external apprenticeship provider built in to your working hours.
Training Outcome:
The employee could become an administrator at the practice and possibly a team lead or manager in the future. Three of our managers started off as receptionists.
Employer Description:
We are a two-site dispensing practice on the edge of Exeter extending onto the countryside of East Devon with an expanding population, currently at 17,600 patients. The area boasts access to city life, Dartmoor and beautiful beaches. We are a welcoming, friendly team, who pride ourselves on our supportive environment. The successful candidate will be joining our team of GPs, Practice & District nurses, Occupational Therapist, Dietitian, Paramedic and two Clinical Pharmacists as well as a full complement of dispensing, administration, and management staff. Enthusiasm, professionalism, strong teamwork ethos and attention to detail are skills that are required of the post-holder.
Working Hours :
A pattern of 8am-4pm / 10am-6pm shifts Monday-Friday. In addition, four Saturdays per year. Shifts TBC.
Skills:
Communication skills,IT skills,Attention to detail,Patience