Job summary
We are looking to recruit a dynamic part-time senior Administrator for our GP practice who is able to help us provide efficient and effective service. We are expecting the candidate to have excellent customer service and communication skills with an understanding for the need to prioritise confidentiality. You must be passionate and discreet, work with initiative equally well on your own or within a team and want to offer our patients the very best experience possible every time they contact the practice. You must have basic IT skills, knowledge of the EMIS WEB System would be an advantage but not essential. Previous GP surgery experience is preferable but not essential.
The post is for 20-25 hours per week working Monday-Friday between 0800-1830. You will also need to be flexible to cover for holidays and sickness when required.
Main duties of the job
JOB TITLE: SeniorAdministrator
RESPONSIBLE TO:
MANAGER/GPs
HOURS:
25 per week
JOB SUMMARY:
To provide a high quality administrative service to patients and members of the primary health care team, and to portray the practice in an efficient, professional and courteous manner.
To ensure all enquiries from patients either in person or via telephone are efficiently and courteously managed.
Job Purpose:
To ensure the efficient running of the Practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and Practice manager, and ensure appointment screens are up-to-date.
About us
Mission Statement
We aim to provide patients with high quality health care. We have a well-trained motivated and committed health care team. We operate within an ethical framework and are passionate about enhancing care for our patients.
Values and Aims
- To involve our patients in practice development and services
- Consult our patients on the needs and demands of the demands practice
- To treat everyone as an individual without prejudice
- To base our service provision on patient needs
- To ensure all members of the clinical and non-clinical team undertake continuous professional development to ensure their knowledge and skills are up to date for their role
- Undertake regular audits of both clinical and non-clinical practice
- Work effectively with the multidisciplinary teams and record care
- Continue to have a close relationship with secondary care
Job description
Job responsibilities
Telephone Duties
- Making appointments
- Taking requests for prescriptions
- Giving out results
- Home visit requests
- Deal with general enquiries
- Contacting other providers
Database Management
- Troubleshoot
- Load updates
- Report faults to software supplier and track progress
- Sign off backup file weekly
Searches and Audit
- Set up and run clinical searches
- Ensure accurate report output
- Interrogate data for audit purposes
Recalls
- Ensure monthly recalls are processed
Filing
Prescriptions
- Dealing with requests for repeat prescriptions
- Raising prescriptions as per Practice protocols
- Dealing with queries relating to repeat prescriptions
General
- Maintain the appointments system
- Set up clinic templates
- User management
- Support and guide members of staff in the use of the computer system
- Ensure security of data at all times
- Observe health and safety guidelines at all times
- Any other reasonable duties as necessary
- Input and extract information from Practice computer system
- General housekeeping (e.g. keeping reception and waiting areas tidy)
- Make refreshments for doctors and other team members, participate in washing up
RESPONSIBILITIES:
- Referrals
- Read coding
- Filing letters on Docman
- Summarising
- Invoicing information requests from solicitors, insurers and patients and documenting receipt of payment.
- Copying of medical notes.
- Typing of reports.
- Franking of outgoing mail and taking promptly to the post office.
- Fridge data logging
- Deductions
- When working in administration, take instruction from the administration manager.
- Scan documents/hospital correspondence into patient records.
- Receive faxes and also send faxes/urgent referrals as per practice protocol.
- Keep working area tidy at all times.
- Provide an efficient reception service to patients and visitors to the practice.
- Deal with general enquiries, and make appointments as needed.
- Explain practice arrangements and registration requirements to new patients and ensure all paperwork is completed and ID checked.
- Receive and make phone calls as required. Take messages accurately and pass onto the appropriate team member promptly.
- Enter requests for home visits onto the computer screen, ensuring all details are taken and where necessary speaking to the GP.
- Action all repeat prescription requests via medicine management and ensure they are ready for collection by 3pm the next day according to practice policy.
- Action all tasks by the clinicians for further information/referrals/enquiries/contacting patients within an appropriate timeframe. Complete all associated paperwork.
- Advise patients of practice charges for private (non GMS), collect payments and issue receipts. Ensure all petty cash is given to the GPs promptly.
- Enter patient information into patient records as required to ensure continuity.
- Prepare clinical rooms for surgeries, ensuring adequate supplies of prescriptions, paper, test request forms, bottles, gloves etc.
- If first to arrive, ensure reception area is ready to receive patients.
- When finishing shift, ensure any outstanding issues are handed over accurately to the next member of staff.
- Ensure all keys are immediately returned to the key box after use.
- If last to leave, ensure reception area is left tidy and organised ready for the morning staff.
- Make refreshments for the doctors and visitors as required. Ensure kitchen area is kept clean and tidy. Ensure waiting area is also kept tidy.
- Cover colleagues sickness and annual leave as required by the rota.
- Undertake any other additional duties appropriate to the post as requested by the reception manager or the GPs.
Person Specification
Qualifications
Essential
- Qualifications Good standard of general education - Essential
- GCSE Mathematics C or above - Desirable
- GCSE English C or above - Essential
Desirable
- CLAIT Qualification (or equivalent) - Desirable
- Clinical audit skills qualification - Desirable
Experience
Essential
- Experience of using clinical software - Desirable
- Experience of working within General Practice - Desirable
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
Lees Medical Practice
Address
Lees Medical Practice
Athens Way
Lees
Oldham
OL4 3BP