Job responsibilities
Primary
Responsibilities
The
following are the core responsibilities of the Clinical Administrator. There
may be on occasion, a requirement to carry out other tasks; this will be
dependent upon factors such as workload and staffing levels:
- a.
Processing incoming and outgoing mail
- b.
Scan, review and file incoming clinical documents via
EMIS and/or Docman according to practice protocols
- c.
Identifying relevant clinical information documented in
patient correspondence, coding appropriately and completing any detailed
actions
- d.
Run searches and audits on the clinical system and act on
the information gained, arranging reviews, immunisation recalls, health
checks etc
- e.
Keep safeguarding and other records up to date
- f.
Liaise with patients with long term conditions and
arrange regular reviews
- g.
Process referrals to external agencies such as secondary
care
- h.
Input data into the patients healthcare records as
necessary
- i.
Process incoming test results, ensuring they are referred
to the relevant clinician
- j.
Input and extract data as required to support practice reports
- k.
Follow up clinical tasks as requested by other members of
the team
- l.
Repeat prescriptions
- m.
Support all clinical staff with general administrative
tasks as requested
- n.
Process all letters and documents in accordance with
current protocols
- o.
Any other tasks as required
Secondary
Responsibilities
In
addition to the primary responsibilities, the medical administrator may be
requested to:
- a.
Partake in audit as directed by the audit lead
- b.
Produce meeting agendas and record the minutes of meetings
- c.
Support reception staff, providing cover during staff
absences
- d.
As required support staff in the management of repeat
prescriptions, ensuring they are processed accurately and efficiently
All
staff at Battersea Fields
Practice have a duty to
conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive
action towards ED&I creates and environment where all individuals are
able to achieve their full potential. Creating such an environment is
important for three reasons: it improves operational effectiveness, it is
morally the right thing to do, and it is required by law.
Patients and their families have
the right to be treated fairly and be routinely involved in decisions about their
treatment and care. They can expect to be treated with dignity and respect
and will not be discriminated against on any grounds including age,
disability, gender reassignment, marriage and civil partnership, pregnancy
and maternity, race, religion or belief, sex or sexual orientation. Patients
have a responsibility to treat other patients and our staff with dignity and
respect.
Staff have the right to be
treated fairly in recruitment and career progression. Staff can expect to
work in an environment where diversity is valued and equality of opportunity
is promoted. Staff will not be discriminated against on any grounds including
age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Staff have a responsibility to ensure that you treat our patients and their
colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to
supporting and promoting opportunities to for staff to maintain their health,
well-being and safety. You have a duty to take reasonable care of health and
safety at work for you, your team and others, and to cooperate with employers
to ensure compliance with health and safety requirements. All personnel are
to comply with the Health and Safety at Work Act 1974, Environmental
Protection Act 1990, Environment Act 1995, Fire Precautions (workplace)
Regulations 1999 and other statutory legislation.
Confidentiality
This
practice is committed to maintaining an outstanding confidential service.
Patients entrust and permit us to collect and retain sensitive information
relating to their health and other matters, pertaining to their care. They do
so in confidence and have a right to expect all staff will respect their
privacy and maintain confidentiality at all times. It is essential that if,
the legal requirements are to be met and the trust of our patients is to be
retained that all staff protect patient information and provide a
confidential service.
Quality & Continuous Improvement (CI)
To
preserve and improve the quality of our output, all personnel are required to
think not only of what they do, but how they achieve it. By continually
re-examining our processes, we will be able to develop and improve the
overall effectiveness of the way we work. The responsibility for this rests
with everyone working within the practice to look for opportunities to
improve quality and share good practice.
This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this
is managed by the Deputy Practice Manager.
Learning and Development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and
competences to perform their role. All staff will be required to partake and
complete mandatory training as directed by the training coordinator, as well
as participating in the practice training programme. Staff will also be
permitted (subject to approval) to undertake external training courses which
will enhance their knowledge and skills, progress their career and
ultimately, enable them to improve processes and service delivery.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is
essential and all staff must ensure they communicate in a manner which
enables the sharing of information in an appropriate manner.
Service Delivery
Staff
at Battersea Fields
Practice must adhere to the
information contained with practice policies and regional directives,
ensuring protocols are adhered to at all times. Staff will be given detailed
information during the induction process regarding policy and procedure.
Security
The
security of the practice is the responsibility of all personnel. Staff must
ensure they remain vigilant at all times and report any suspicious activity
immediately to their line manager. Under no circumstances are staff to share
the codes for the door locks to anyone and are to ensure that restricted
areas remain effectively secured.
Professional Conduct
At
Battersea Fields Practice, staff are required
to dress appropriately for their role. Administrative staff will be provided
with a uniform whilst clinical staff must dress in accordance with their
role.
