Job summary
We are looking for an experienced medical administrator to be part of our friendly team at our purpose built surgery in rural cheshire.
Our current team is made up three part time administrators and our Administration Manager who work closely and supportively.
We encourage inclusivity and value high quality care for our staff and patients; we are looking for an individual whose key qualities are excellent administrative and interpersonal skills to ensure that care is provided safely, effectively and to a high standard.
Main duties of the job
To provide a professional administrative service to the Practice, supporting the GPs and Management Team at all times.
Ensure that appropriate correspondence, reports, results etc are recorded, actioned and stored in accordance with Practice protocols.
To monitor and amend, where required, patient records to ensure information is kept up to date, including; updating personal details and coding the medical system record.
The post holder will need to check patient details against a range of data sets to ensure a high level of data quality.
Communicate effectively by competent use of email, telephone, written and face to face communication according to guidelines and customer care standards.
Ensure timely and accurate handling of messages/tasks, ensuring all unresolved or urgent matters are prioritised.
Proven experience in an administrative role, preferably in an medical practice setting.
We require the following key attributes:
Proficient in using office software such as Microsoft Office Suite (Word, Excel).
Experience using EMIS essential
Medical coding experience an advantage
Excellent organisational and time management skills.
Strong attention to detail and accuracy in work.
Effective communication skills, both written and verbal.
Ability to prioritise tasks and meet deadlines.
Professional demeanor and ability to maintain confidentiality.
Note: This job description is not intended to be all-inclusive. The administrator may be required to perform other related duties as assigned.
About us
Kelsall Medical Centre is a friendly, patient focussed and well-respected GMS Practice located 9 miles from Chester
We offer
Modern, purpose-built Health Centre with a Wellbeing Hub/Community Cafe attached to the site
Forward thinking multi-disciplinary team providing care to just under 6,000 patients
Medical Student Training Practice
High QOF Achievement
CQC rating Good
Member of the Rural Alliance PCN working in collaboration with five other neighbouring practices
Our current Team consists of three partner GPs, two salaried GPs, one ANP, and a HCA. We also employ a Clinical Pharmacist, Pharmacy Technician and our patients have access to a Specialist Dementia Nurse and First Contact Physiotherapist. Our extended team includes administration and reception staff.
Job description
Job responsibilities
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a.Typing letters, reports and associated documentation as required
b.Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
c.Managing all enquiries in an effective manner
d.Maintaining an accurate referrals database
e.Actioning all incoming email
f.Processing recall letters as requested
g.Scanning patient related documentation and attaching scanned documents to patients healthcare records
h.Inputting data into the patients healthcare records as necessary
i.Processing referrals using the electronic referral system (ERS)
j.Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
k.Coding data on the clinical IT system
l.Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
m.Managing all administrative queries as necessary
n.Carrying out system searches as requested
o.Maintaining a clean, tidy, effective working area at all times
p.Supporting all clinical staff with general administrative tasks as requested
Job description
Job responsibilities
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a.Typing letters, reports and associated documentation as required
b.Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
c.Managing all enquiries in an effective manner
d.Maintaining an accurate referrals database
e.Actioning all incoming email
f.Processing recall letters as requested
g.Scanning patient related documentation and attaching scanned documents to patients healthcare records
h.Inputting data into the patients healthcare records as necessary
i.Processing referrals using the electronic referral system (ERS)
j.Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
k.Coding data on the clinical IT system
l.Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
m.Managing all administrative queries as necessary
n.Carrying out system searches as requested
o.Maintaining a clean, tidy, effective working area at all times
p.Supporting all clinical staff with general administrative tasks as requested
Person Specification
Experience
Essential
- Experience of working in a GP Practice
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting as a medical secretary
Skills and Personal Qualities
Essential
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Clinical IT system user skills
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Qualifications
Essential
- Educated to GCSE in Mathematics and English C or above
Desirable
- Trained in Medical Terminology
Person Specification
Experience
Essential
- Experience of working in a GP Practice
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting as a medical secretary
Skills and Personal Qualities
Essential
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Clinical IT system user skills
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Qualifications
Essential
- Educated to GCSE in Mathematics and English C or above
Desirable
- Trained in Medical Terminology
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.
