Administrator

Job description

Job responsibilities

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 Call and Recall Systems

• Monitor clinical performance achievement against targets
• Maintain manual and computer-based records relating to:

o Cervical cytology

o Childhood immunisations and vaccinations

o Health Promotion

o Chronic disease management

• Operate patient call and recall systems

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

Performance Indicators

• Monitor areas of QOF (Quality and Outcomes Framework) as required
• Operate a call and recall system for allocated areas of QOF

• Have a good understanding of Enhanced Services and assist the practice in achieving targets

General Administration

• To ensure the maintenance of accurate records in line with practice policy
• Retrieve and re-file manual records as requested, ensuring that strict alphabetic order is adhered to
• To participate in compiling relevant statistics to meet the requirements of the practice as requested
• To ensure the appropriate disposal of confidential waste
• To receive incoming post, sort and ensure onward delivery. To prepare outgoing post and record as required.
• To update patient records kept on computer.
• To contribute towards the achievement of the Practices targets as required
• To use office equipment e.g. scanner, photocopier as requested.

• To ensure that all equipment is in safe working order, and that any malfunctions are reported appropriately

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 will also have access to information relating to Wellington Medical Centre business. 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

• If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your line manager before communicating any information to any third party

Data Protection

• Wellington Medical Centre is registered under the Data Protection Act (DPA) 1984. You must not at any time use the personal data held by Wellington Medical Centre for any purpose not described in the registry entry or disclose to a third party
• It is essential that a strict code of confidentiality is adhered to all times
• All dealings within Wellington Medical Centre remain strictly confidential and the post holder would be expected to maintain confidentiality at all times during employment and also after employment has ended with the Wellington Medical Centre
• If you are in any doubt regarding what you should or should not do in connection with the DPA then you must contact your line manager.

Health and Safety

• Employees must be aware of the responsibility placed upon them under the Health and Safety at Work act 1974 to maintain a healthy and safe environment for both staff and visitors
• The post-holder will assist in promoting and maintaining their own and others health and safety and security as defined in the Health and Safety Policy (Staff Handbook)
• Using personal security systems within the workplace according to Wellington Medical Centre guidelines
• Identifying risks involved in work activities and ensuring appropriate safeguards are used when the activities are undertaken
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures
• Maintaining work areas in a tidy and safe way free from hazards
• Reporting any risks that are identified both timely and accurately to your line manager

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 that 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
• Recognise 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

Safeguarding of Children and Vulnerable Adults

All employees have a responsibility for:

• Safeguarding children and Safeguarding Adults in the course of their daily duties
• For ensuring that they are aware of the specific Safeguarding duties related to their role

Financial Regulations

• All Staff are responsible for security of any property belonging to Wellington Medical Centre avoiding loss or damage and being economical and efficient in the use of resources
• Staff should conform to the requirements of the financial procedures which include the Bribery, Fraud and Corruption Policy and other polices avoiding loss or damage and being economical and efficient in the use of resources
• Staff should conform to the requirements of the financial procedures which include the Bribery, Fraud and Corruption Policy and other polices

Person Specification

Knowledge and Skills

Essential

• A good command of English, both in writing and verbally
• Computer literate, including MS word, excel and Outlook
• An understanding, acceptance and adherence to the need for strict confidentiality
• Attention to detail and quality
• Organised and methodical
• Good levels of concentration
• Ability to cope with fluctuations in the volume of service
• More information is available in the Job Description and Person Specification document attached to this post.

Qualifications

Essential

• 4 GCSEs including Maths and English or equivalent

Experience

Desirable

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

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

Wellington Medical Centre

Address

Mantle Street

Wellington

Somerset

TA21 8BD

Employer's website

https://tauntondeanewestpcn.gpweb.org.uk/wellington-medical-centre (Opens in a new tab)