Practice Administrator

Job description

Job responsibilities

Key Tasks and Responsibilities

Read Coding

• To update patient medical records accurately from information provided (highlighted) on hospital letters and patient correspondence such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information i.e. BP recordings, height, weight, smoking status etc. This is all required to be followed in line with the practice managing clinical correspondence protocol.
• To consider the QOF box pop up and whether there is information in the clinical correspondence that may require a more comprehensive review of the record and escalate to the GP
• Run EMIS searches as directed and input missing data as appropriate

Data Quality & Patient Recall

Provide proactive support for the monitoring of data to ensure KPI and QOF targets are achieved, and patient clinical registers are accurate

• Undertake patient call and recall processes monthly for all cohorts and in line with practice procedures and using the Ardens recall process appropriately
• Use templates and protocols to ensure that data is recorded accurately in the patient medical record in order to monitor KPI and other activity
• Create bespoke EMIS searches and protocols to prompt clinician action
• Send individual and bulk invitations / reminders via text messaging software
• Undertake the summarising of patient records on registration in line with practice policy

Referrals & Tasks

• Assist in implementation of e-Referrals
• Import new referral forms to EMIS, add self-populating fields
• Archive redundant referral forms from EMIS
• Monitor and respond to EMIS workflow tasks
• Monitor and respond to docman workflow tasks
• Use AccuRx (texts and emails) to contact patients and respond to incoming communications

Other

• Monitor practice generic mailbox for emails that do not go to Docman, and distribute, forward and respond as appropriate

• Run FP34 searches monthly on the 1st day of the month and check that all required FP10s have been prepared and signed in readiness for the PPA claim
• Support patient enquiries made by phone and in particular during the usual hours of 10-12 daily
• Undertake filing of patient records
• Deputise and support of meeting minute taking as required

This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder may be asked to carry out other duties appropriate to the grade.

Person Specification

Qualifications

Essential

• English and Maths GCSE Level C or equivalent
• A demonstrable commitment to ongoing professional development

Desirable

• Intermediate level Microsoft Office

Knowledge and skills

Essential

• Excellent numeracy
• Computer literacy and IT
• Excellent communication
• Good team working
• Ability to prioritise own workload

Experience

Essential

• Working in an administration role
• Dealing with the public in a front facing role

Desirable

• EMIS web clinical system
• Docman workflow system
• Microsoft office software

Qualities and Attributes

Essential

• An understanding, acceptance and adherence to the need for confidentiality
• Ability to use own initiative, resourcefulness and common sense
• Articulate, professional and courteous
• Reliable and punctual
• Able to provide ad-hoc cover for additional shifts sometimes at short notice
• Ability to work under pressure in a changing environment

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

The Old Court House Surgery

Address

Throwley Way

Sutton

Surrey

SM1 4AF

Employer's website

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