Vacancies at Hedena Health

We have an exciting opportunity for a clinical pharmacist to join our incredibly friendly practice, based in Oxfordshire.

You will be working solely for Hedena health and join our existing team of two pharmacists. As a practice we are innovative and forward thinking and determined to deliver the best care to our patients. Here you will find ample opportunities to grow, obtain additional skills, diversify your working day and progress through the organisation. You will be supervised regularly and continuously supported by our senior clinical pharmacist and GP line manager.  

Competitive salary offered, negotiable depending on experience and skill set. Six weeks annual leave per year with one week study leave plus your birthday off each year.

Wellbeing is at the forefront of our workplace strategy. This is promoted through initiatives such as daily coffee for clinicians in our well stocked coffee room or our lovely outdoor Quad, an annual Away Day, fresh fruit deliveries, staff outings, bike to work scheme, homemade cakes and a Hedena running club.

Role Outline

The pharmacist will work as part of the multidisciplinary team in:

• Patient facing roles - assisting with medication related problems and queries 
• Staff facing roles - providing support to general practice staff in relation to repeat prescriptions and medication queries
• Prescribing team roles- working with the prescribing team on safety and quality of the practice prescribing

Practice supervision

• Every month each pharmacist will have blocked time for supervision provided by the senior clinical pharmacist
• Day-to-day supervision will be provided by the senior clinical pharmacist or the practitioner leading the acute hub (if pharmacist is trained in minor illness)
• Additional support and training provided by GP line manager

Specific Duties

The working day will be 9 hours, with 30 minutes for lunch as well as 45 minutes for coffee (30 minutes AM session and 15 minutes PM session). The morning will be from 8:30am to 1pm and the afternoon from 1.30pm to 5.30pm.

A typical day (when all pharmacists are in) will be structured as follows:

• 1st half - Two hours blocked for dealing with repeat prescription requests (where the admin team have been unable to issue the prescriptions due to alerts or because the medication is out of date/authorisations). The rest of the session involves routine appointments (e.g. pre-booked medication reviews) or reviewing blood test results (subject to training – blood tests ordered by the pharmacists e.g. for DOAC/DMARD monitoring or diabetes reviews)
• 2nd half – Routine appointments e.g. for pre-booked medication reviews. Depending on experience and skill set, sessions may be allocated solely for chronic disease reviews e.g. diabetes. One pharmacist is allocated an entire session to work off the triage list (subject to training) actioning ‘quick wins’ or urgent tasks and allocating routine appointments where necessary (e.g. for routine medication reviews which cannot be done from remote review of notes)
• One session a week blocked for contracts related work. Admin sessions also provided to work on audits.
• If trained in minor illness pharmacists may be allocated sessions to work on the acute list – seeing or calling patients with acute illnesses seeking same day medical attention. Sessions supervised by the emergency practitioner leading the session.  
• There will also be ad hoc meetings with the prescribing lead on practice prescribing issues to be agreed in advance

• part time and full time
• Excellent working environment
• NHS pension scheme
• 25 days holiday (pro rata)

We are offering an opportunity for a Medical Secretary to join our incredibly friendly and innovative practice, in the centre of Oxford.

Apart from being a well-established GP training and University of Oxford teaching practice, we also lead on major public health initiatives, have our own investment company and are working in partnership with other practices and companies to develop improved ways of providing excellent care to our patients.

You will join a dynamic and friendly team at our purpose built premises in Central Headington and be proactively interacting with colleagues and patients to ensure a high quality referrals service.

You will be IT literate and enjoy being busy. Knowledge of EMIS web clinical system would be an advantage, although full training will be given. Successful candidates will ideally have previous medical secretary or PA experience.

Primary Objective

To provide secretarial and administrative support to all members of the practice teams at Hedena Health including Branch Surgeries and to co-ordinate and maintain an effective and efficient referral service to support patients and the clinical team.

Main Duties and Responsibilities

• Lexacom transcription (audio typing of referrals, patient letters, medical reports, coroner reports, solicitor reports, retinal screening)
• Secretaries EMIS Patient Tasks
• Secretaries Outlook Emails
• Secretaries Docman Workflow
• Process NHS e-referrals (choose and book) to facilitate patient secondary care appointments + advice and guidance with specialities ie ENT Berkshire, Rheumatology, Dermatology, Endocrinology etc
• Ensure referral read codes are added to patient referrals on EMIS and link document
• Telephone liaison, responding to patient and secondary care services relating to referrals
• Process Email advice and monitor responses, ensuring data filed to patient notes
• Manage referral templates/proformas, ensuring completed correctly by clinicians
• Chase up missing reports, secondary care correspondence, results of investigations, and appointments relating to patient referrals
• Manage NHS Right to Choose Referrals for ADHD and Autism assessments
• Casenotes access requests for clinical and non-clinical staff and assist with access to missing data for clinical staff
• Manage NHS e-referrals work list (cancelled/rejected appointments/outstanding letters/triage responses/2ww reports/Advice & Guidance requests and responses)
• Upload digital photos relating to referrals/emails for advice to patient notes
• Scan documents to patient notes to accompany patient letters(ad-hoc)
• AccuRx triage, adding contact details for service providers and action secretaries inbox from triage
• ICE – community phlebotomy referrals, check requests & hospital appointments
• EMIS appointments – patient appts + adding to Acute Triage & Pharmacist triage
• EMIS ‘All Records View’ outside organisation information tracking of consultations/corres
• Cerner Portal – hospital appointments/correspondence/investigations
• Minute clinical meetings as required [Palliative Care]
• Bereavement Protocol - secretaries

Other

• Log all outgoing correspondence managed by secretarial team on Excel spreadsheet
• Upload referral data to AccuRx and Practice Index (practice intranet)
• Contacts – update contacts on excel spreadsheet and AccuRx
• Filing, Photocopying and file management
• Any other task reasonably delegated and considered appropriate to the post.

With 26,000 patients, Hedena Health is one of Oxford's largest providers of Primary Healthcare services. From 3 sites in the Headington area, we run team-based care, to ensure the best for our patients.

Work-life balance is incredibly important to us. We are a training practice and therefore focus on teamwork and training, with a monthly half-day training curriculum and annual staff ‘Away Day’ in which we often focus on wellbeing. As well as fresh fruit being provided for staff, homemade cakes and goodies are a staple in our staff room! In our recent employee satisfaction survey, 95% of our respondents agreed that Hedena is a great place to work!

We are now seeking an enthusiastic and motivated Administrator to join our HR Department.

Job Summary

The main responsibility of this role is to support the Resources Officer to ensure efficient and effective clinical resource administration across all 3 Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.

You will support administration for the weekly clinical rota and implement it for all sites, according to the clinical rota protocol and agreed organisation targets

You will add sessions (appointment templates) to Hedena’s clinical diary (EMIS) and ensure that rota and EMIS diaries are accurate.

The successful candidates will have excellent IT skills (particularly excel). Familiarity with IT systems such as EMIS would be desirable.

You will need to be comfortable with changing circumstances, display a compassionate nature and be able to provide exceptional customer service.

Prior NHS experience is not essential but would be advantageous. Benefits include 5 weeks annual leave and NHS Pension Scheme.

• Responsible to: Resources Officer
• Weekly Hours: 24 per week (Mondays – Thursdays 8am – 1pm and Fridays 8am – 12:30pm). Negotiable.
• Primary Objective: To support the Resources Officer in all elements of Resources and ad hoc HR duties.

Main duties and responsibilities

Clinical Resources & HR

1. Ensure efficient and effective clinical resource administration across both Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.
2. Create the clinical weekly rota, using the Omni HR rota system
3. Implement the clinical resources rota for both sites, according to the clinical rota protocol and agreed organisation targets
4. Add sessions (appointment templates) to Hedena’s clinical diary (EMIS) and ensure that the Omni rota and EMIS diaries are accurate.
5. Maintain Clinical leave records and help to ensure the sites are safely staffed during leave.
6. Implement resourcing plans for any centre closures due to training or meetings
7. Implement the Enhanced Access plan rota, ensuring staff are rota’d in and Enhanced Access hours are filled each week
8. Maintain leave records & a leave planner for all staff, which is accessible via our rota system (Omni HR) This will include all additional hours worked – either recorded as time in lieu or paid via a payroll adjustment (through Omni and Practice Index).
9. Ensure all Rota protocols are up to date on Practice Index and Clinical resourcing pages and remove any outdated policies
10. Appointment number updating and reporting

IM&T

1. Basic network house-keeping

General Administrative Duties

1. Provide general administration for the HR Manager as required.
2. Approve and authorise clinical timesheets, ensuring correct budget codes are being used

Meetings

1. Attend regular team meetings and deliver reports to colleagues as required
2. Attend other meetings as required

Health and Safety

1. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Carry out any other tasks/duties reasonably delegated by the HR Manager, or the Practice Manager.

This Job Description will be reviewed annually.

Person Specification

Essential

• Evidence of continuing commitment to self-development
• Highly literate and numerate with an excellent eye for detail
• Able to demonstrate ability to establish, build and maintain successful professional partnerships with executive team and third parties and enhance the credibility of the HR & Resourcing service
• Possess excellent communication skills both verbal and written, and demonstrate the ability to communicate complex information transparently and effectively
• Able to demonstrate a high level of IT skills (Microsoft word, excel, data)
• To be able to demonstrate being adaptive and comfortable with change
• Evidence of strong team working skills Excellent organisation and planning skills, able to meet changing priorities and time frames
• Able to cope with unexpected situations and provide solutions to problems
• Evidence of ability to complete tasks to a high standard with minimal
• Flexible and adaptable and able to demonstrate the ability to make good decisions under pressure and deliver on deadlines supervision
• Required to work collaboratively and build good relationships with others, possessing excellent negotiation skills.
• Ability to cope under pressure with a considerable and varied workload

Desirable

• Experience of Recruitment/Resourcing
• Experience of working in a multi-site environment
• Primary care experience in a similar role
• Previous experience of an online rota system

We are looking to recruit a Nursing Associate or Health Care Assistant on a part time, permanent basis

The Practice

We are seeking an enthusiastic experienced Nursing Associate or Health Care Assistant to join our amazing Practice.

Hedena Health is a GP Surgery based in Headington, Oxford and has approx. 26,000 patients with diverse and interesting populations.

We are in an ideal location in Oxford next to the beautiful Bury Knowle Park, with free onsite parking for staff. We have a focus on staff wellbeing through initiatives such as an annual Away Day, staff outings and a Hedena running club. Fresh fruit deliveries and homemade cakes and goodies are a staple in our staff room and morning coffee is in our sunny Quad!

As well as being a well-established training practice, we regularly support Student Nurses and Student Paramedics in clinical practice.

We work collaboratively with other services in Oxfordshire to develop improved ways of providing excellent care for our patients. We have been successful in managing public health initiatives to improve the lives of the communities we serve and in promoting collaboration with neighboring practices to ensure the best for our patients.

Benefits

• Parking on site
• 6 weeks annual leave
• Your birthday off as an additional day's leave
• Study leave
• CPD sessions
• Team training

Job Summary

Working under the direct supervision of the nursing team and strictly in accordance with specific Practice guidelines and protocols, the post-holder will be responsible for performing tasks depending on level of training such as venepuncture to obtain blood samples from patients only as the result of a direct referral from a clinician, as well as NHS Health checks and Diabetes Year Of Care checks, training can be arranged to develop skills to an advanced level. The duties may also include all tasks normally undertaken by a Nursing Associate or Health Care Assistant, and in addition any roles agreed between you and the Lead Nurse as appropriate, having regard to current training.

Please contact Nicola Coppuck to arrange an initial telephone discussion and visit