Administrator

Job description

Job responsibilities

Job title - Administrator

Salary £12.75 per hour - under review

Hours - 26.5hrs Mon 8am-2pm, Tues 1-6.30pm, Wed 1-6.30pm, Thurs 9am-1pm, Fri 1-6.30pm

Job Summary

As an integral member of the administrative team, the post holder will carry out clinical and non-clinical clerical and administrative roles within the practice including scanning coding, practice emails, ensuring tasks are completed accurately and in a timely manner. Carry out any other administrative tasks relating to patient records, document management as required.

Duties and Responsibilities

Scanning

• Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
• Add any additional information about the source of the document
• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
• Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
• Scan all internal paper documents on to the relevant patients' record and then store the documents in line with surgery procedures.

Coding

• Identify relevant clinical information contained in patients correspondence
• Code or free text the clinical information on to the patient record
• Deal with queries relating to coding

New patients registrations

To ensure the registrations workflow is always maintained and kept up to date.

Register new patients onto the computer system, this will include regular, temporary, homeless, and private registrations. Follow-up any associated administrative tasks or enquiries including correspondence with PCSE.

Deduct patients who have left the surgery via the computer system

Process any online access applications as per the pathway/protocol.

Monitor and action GP2GP tasks within the EMIS system

Ensure the correct protocol/pathways are followed

Receive and process patient requests (telephone, online, or in person) using practice protocols and digital tools such as e-Consult & accuRx.

Accurately identify and record the nature and urgency of requests, directing patients to the appropriate clinician, service, or external provider.

Escalate clinical concerns or red-flag symptoms promptly to the duty doctor or triage clinician.

Follow agreed scripts, signposting guidance, and confidentiality standards.

Monitor and update triage lists, ensuring timely allocation and response.

Telephones

Receive and make telephone calls as applicable, always ensuring excellent telephone manner and professionalism

Ensure patients queries are delt with in a timely manner

Emails

Monitor emails and process or signpost appropriately and in a timely manner

Medical Reports

Process requests for medical reports or SARs within 28 days, ensuring GDPR processes are always followed.

Confidentiality

Patients entrust or allow the practice 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 the 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 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 holder's role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Equality and diversity

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

Acting in a way that recognizes the importance of people's 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 nonjudgmental 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 individual performance review, including taking responsibility for maintaining a 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

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 the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's 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

Recognize people's diversity & needs for alternative methods of communication and respond accordingly.

Contribution to 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 reviews & audits where appropriate

Person Specification

Experience

Essential

• Excellent communication and interpersonal skills
• Strong IT and data entry skills
• Ability to remain calm under pressure
• Attention to detail and accuracy
• Team player with flexible approach
• Commitment to confidentiality and equality

Desirable

• Experience working in a GP surgery or NHS setting
• Knowledge of EMIS, accuRx, or similar systems
• Understanding of NHS care navigation or triage principles
• Customer service or call-handling experience
• NVQ Level 2/3 in Business Admin or Customer Service
• Familiarity with clinical terminology and pathways

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

Kings Langley Surgery

Address

The Nap

Kings Langley

Hertfordshire

WD4 8ET

Employer's website

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