Administrator (Maternity Cover Fixed Term)

Job responsibilities

DOCUMENT MANAGEMENT

Process all correspondence received at the practice either electronically or on paper in a timely manner by means of reading, coding, actioning, communicating and allocating

Scanning of paper letters and relevant correspondence and input into patients electronic medical records

Clinical coding and filing of documents in accordance with agreed protocols

Completing actions e.g. follow up appointments

Forwarding documents to other clinicians for action as necessary

Filing documents in the patients medical record

PATIENT REGISTRATIONS

To ensure that all new patients are registered on the computer system promptly and accurately

Update the data base with all patient changes or registration statuses as notified

To process records of patients who leave our list, including deduction requests.

Check, monitor and deal with items as they appear in the GP links system

Sort and deal accordingly with any correspondence and manual records received

Liaise with Primary Care Support England (PCSE) as required in relation to patient registrations

PATIENT TEST RESULTS

To relay test results to patients in accordance with practice protocols

To make and receive telephone calls as required in a polite and timely manner, and record messages accurately and comprehensively

To deal with enquiries from patients efficiently and courteously and with respect, ensuring that the correct details are recorded and either answered or forwarded promptly to relevant personnel

To investigate any queries with patient test results promptly as necessary

To follow up on missing test results as required and record information accurately in the patients notes

PATIENT TEST RESULTS

To relay test results to patients in accordance with practice protocols

To make and receive telephone calls as required in a polite and timely manner, and record messages accurately and comprehensively

To deal with enquiries from patients efficiently and courteously and with respect, ensuring that the correct details are recorded and either answered or forwarded promptly to relevant personnel

To investigate any queries with patient test results promptly as necessary

To follow up on missing test results as required and record information accurately in the patients notes

PATIENT CALL AND RECALL SYSTEMS

Monitor clinical performance achievement against targets

Maintain manual and computer based records relating to Cervical cytology, Childhood immunisations and vaccinations, Health Promotion, Chronic disease management

Operate patient call and recall systems

Attitude, Aptitudes, Personal Characteristics

Essential

• Organised and methodical
• Self-motivated
• Good levels of concentration
• Good interpersonal skills
• Ability to communicate well and succinctly
• Ability to adapt to a changing environment
• Ability to cope with fluctuations in the volume of service
• Committed to providing a quality service
• Calm under pressure
• Excellent timekeeper
• Caring, courteous, calm
• Commitment to own personal development
• Willing to learn and to undertake further training
• Observes good health & safety practices

Desirable

• Flexibility to provide additional cover when required in order to maintain adequate levels of staffing to ensure continuation of core services

Qualifications

Essential

• 5 GCSEs including Maths and English or equivalent

Skills, Knowledge, Abilities

Essential

• Ability to plan ahead, organise and determine own workload priorities
• Ability to use own judgment, resourcefulness and common sense
• Ability to work accurately, particularly when under pressure to meet strict deadlines
• An understanding, acceptance and adherence to the need for strict confidentiality
• Attention to detail and quality
• Ability to work independently
• Ability to work well as part of a team

Desirable

• Knowledge of clinical databases

Experience

Essential

• A good command of English, both in writing and verbally
• Computer literate, including MS word, excel and Outlook
• Evidence of continual professional development

Desirable

• Previous experience of working within a GP Practice or medical environment