Practice Administrator

Job description

Job responsibilities

Key Responsibilities:

• Schedule and manage patient recalls for long-term condition reviews (QOF).
• Coordinate and follow-up appointments for pathology results.
• Type dictations and correspondence accurately and efficiently.
• Complete and manage fast-track referrals and code the outcome.
• Maintain accurate patient records and appointment schedules.
• Liaise with healthcare professional to ensure smooth patient care processes.
• Provide administrative and secretarial support to the medical team as needed.

Main Duties and Responsibilities:

• Ensure confidentiality is maintained at all times with a duty not to disclose any confidential information after employment ends.

• Type dictations and correspondence accurately and efficiently.
• Complete and manage fast-track referrals and code the outcome.
• Maintain accurate patient records and appointment schedules.
• Liaise with healthcare professional to ensure smooth patient care processes.
• Provide administrative and secretarial support to the medical team as needed.
• Contact patients via telephone, text, email or letter to arrange any follow ups as requested by clinicians or management.
• Carry out partners instructions and requests.
• All employees are required to take their share in providing cover, when necessary for colleagues who may be absent as a result of holidays or illness.
• Maintain a smart appearance and be helpful wherever possible.
• All staff should be conversant with and adhere to all written guidelines and protocols provided and available in particular: The health and Safety Manual, the in-house complaints procedure, the fire/alarm procedure and all protocols that relate to their specific role.

Organisational and Statutory Requirements:

The post holder must be aware of the responsibility placed on him/her under the Health & Safety at work Act 1974 and ensure that agreed safety procedures are carried out in order to other organisational and statutory requirements eg, Confidentiality, Equal Opportunities, Child protection, The In-house complaints procedure, Fire alarm protocols and all protocols that relate to their specific role etc.

Other information

• Five weeks annual leave, calculated in hours, increasing by an additional day for each full year (January-December) until a maximum of six weeks is achieved, plus bank holidays, pro rata for part time employees.
• Overtime to cover annual leave and sickness is essential part of the job.
• NHS Pension scheme.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• In the performance of duties outlined in this job description, the post holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• 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.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to the practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/ patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified.

Equality and Diversity

The post holder will support equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.

Personal/ professional Development

The post holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review. including taking responsibility for maintaining record of own personal and/or professional development
• Taking responsibility for own development , learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Mandatory training must be completed when due and certificates produced for HR file.

Quality

The post holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication

The post holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution of the implementation of services

The post holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate

Person Specification

Experience

Essential

• Excellent organisational and time management skills
• Strong communication skills, both written and verbal.
• Proficiency in typing and familiarity with medical terminology.
• Ability to work independently and as part of a team.
• Proficiency in using computer systems and software.

Desirable

• Experience in a healthcare setting and or administrator/ medical secretary work.

Qualifications

Essential

• GCSE grade 4-9 (A-C) in English and Maths

Desirable

• Qualified to NVQ Level 3

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

Ash Grove Medical Centre

Address

Ash Grove Medical Centre

England Lane

Knottingley

West Yorkshire

WF11 0JA

Employer's website

https://www.ashgrovesurgery.co.uk/ (Opens in a new tab)