Job summary
Pendleside Medical Practice are looking for an enthusiastic, motivated individual with excellent organisational skills to join our busy administrative team. It is essential that the successful candidate will have proven experience in Medical administration.
Part-time, Job share or Full time Medical Administrator required for up to 37.5hrs per week.
The role will provide strong administrative support therefore candidates must be able to work as part of a team and independently being able to demonstrate.
* Effective communication skills both written and verbal.
* Excellent interpersonal skills.
* Strong IT skills.
* Willingness to undertake ongoing training.
* Ability to work under pressure whilst maintaining composure.
Previous NHS Administrative experience essential. Training will be provided. Salary dependent upon experience.
Main duties of the job
The administrator will be an integral part of the Practice administration team who are responsible for managing all the correspondence coming into the practice. This will involve reviewing and coding of incoming mail in safe and effective manner in addition to other administrative tasks. The successful candidate will work with the wider teams contributing to the effective and safe running of the Practice.
* coding of incoming correspondence from various sources both manual and electronic in a timely and accurate manner.
* Retrieving results via computerised links and coding and actioning accordingly.
* Help run regular monthly searches for recall systems, creating patient invites via letter, telephone, text and email.
* Summarising existing and new patient records to a high standard.
* Participating in QI initiatives, identifying areas that can be improved and assisting in the implementation of improvements.
* Assisting the clinical team with Queries relating to registered patients.
* Undertake such duties as may be required from time to time to support the day to day functioning of the practice.
Full Job description is attached
About us
Pendleside Medical Practice is a friendly, well-established and respected Practice based at Clitheroe Health Centre in the centre of the Picturesque town of Clitheroe. We are a teaching and dispensing Practice, rated outstanding by CQC at our last inspection and consistently high achievers in QoF and QI targets. We have 7 GP partners supported by 3 salaried GPs and a multidisciplinary nursing team serving a patient list size of 11800 for the population of Clitheroe and the surrounding areas of the Ribble Valley.
Job description
Job responsibilities
Management of medical records
- Ensure that records are available upon request
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
Management of appointment system
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
- When covering reception to monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
- Monitor effectiveness of the system and report any problems or variations to the Admin & Reception/Practice Manager
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:
- Cytology
- Pathology results
- Extract immunisation data for all children under the age of 7 and to enter vaccinations onto the Emis clinical system
- Add read codes onto the clinical system from hospital correspondence in line with data quality and information governance
- Scan and attach documents onto the Emis clinical system
- Forward all relevant mail to the clinicians and reception teams for actioning
- Transfer data onto the Emis clinical system via GP2GP
- Complete all degrade tasks on the GP2GP workflow
- Distribute all NHS mail received into the practice to the relevant departments
- Chronic disease recall of patients who are due reviews
- Tagging and summarising of patients medical records
- To undertake administrative duties as per QOF (quality and outcomes framework)
- Action incoming mail and record arrivals of new patient records onto the clinical system
- To record and register details onto the open Exeter system (blood/organ donors)
- Appointment scheduler and sessions and associated rotas
- To cover reception when needed
- Undertaken any additional duties appropriate to the post as requested by the Partners/Practice Manager or Office Manager
Secretarial
- To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
- To assist the Practice Manager with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist the completion of medical/insurance records.
- File patient records and correspondence in patient medical records.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinic system in an accurate and secure manner.
- To assist with the gathering of statistics and information when required.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- In liaison with the Admin & Reception Manager, maintain adequate supplies of office stationery in order to perform your secretarial duties.
- To receive and dispatch mail and maintain a pending system.
- To ensure practice referrals are dealt with efficiently and in a timely manner.
- To ensure all monies received are documented correctly onto the Emis clinical system and excel spreadsheet with appropriate charges applied.
- To cover reception duties as and when required by the Admin & Reception Manager.
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 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 holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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 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-judgmental 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 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 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 recognize 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 peoples 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 audit where appropriate
Job description
Job responsibilities
Management of medical records
- Ensure that records are available upon request
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
Management of appointment system
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
- When covering reception to monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
- Monitor effectiveness of the system and report any problems or variations to the Admin & Reception/Practice Manager
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:
- Cytology
- Pathology results
- Extract immunisation data for all children under the age of 7 and to enter vaccinations onto the Emis clinical system
- Add read codes onto the clinical system from hospital correspondence in line with data quality and information governance
- Scan and attach documents onto the Emis clinical system
- Forward all relevant mail to the clinicians and reception teams for actioning
- Transfer data onto the Emis clinical system via GP2GP
- Complete all degrade tasks on the GP2GP workflow
- Distribute all NHS mail received into the practice to the relevant departments
- Chronic disease recall of patients who are due reviews
- Tagging and summarising of patients medical records
- To undertake administrative duties as per QOF (quality and outcomes framework)
- Action incoming mail and record arrivals of new patient records onto the clinical system
- To record and register details onto the open Exeter system (blood/organ donors)
- Appointment scheduler and sessions and associated rotas
- To cover reception when needed
- Undertaken any additional duties appropriate to the post as requested by the Partners/Practice Manager or Office Manager
Secretarial
- To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
- To assist the Practice Manager with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist the completion of medical/insurance records.
- File patient records and correspondence in patient medical records.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinic system in an accurate and secure manner.
- To assist with the gathering of statistics and information when required.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- In liaison with the Admin & Reception Manager, maintain adequate supplies of office stationery in order to perform your secretarial duties.
- To receive and dispatch mail and maintain a pending system.
- To ensure practice referrals are dealt with efficiently and in a timely manner.
- To ensure all monies received are documented correctly onto the Emis clinical system and excel spreadsheet with appropriate charges applied.
- To cover reception duties as and when required by the Admin & Reception Manager.
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 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 holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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 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-judgmental 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 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 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 recognize 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 peoples 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 audit where appropriate
Person Specification
Qualifications
Essential
- GCSE grade A to C in both English and Maths
Desirable
Experience
Essential
- Experience or working in medical administration.
- Experience in a patient focused environment.
- Experience in coding medical correspondence.
Desirable
- Experience of working in a GP Surgery
Person Specification
Qualifications
Essential
- GCSE grade A to C in both English and Maths
Desirable
Experience
Essential
- Experience or working in medical administration.
- Experience in a patient focused environment.
- Experience in coding medical correspondence.
Desirable
- Experience of working in a GP Surgery
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.
