Job summary
We are currently recruiting for General Medical Administrators to join our growing and enthusiastic team of administrators here at Ashfields Primary Care Centre in Sandbach. These are dual roles, where your working hours are split between working within the Reception and Medical Secretary Team.
We are hiring for 2 Vacancies, one of which will also include 4 hours per week covering our in house Social Prescribing service.
The hours for these two roles are:
Vacancy 1 37 hours :
Monday: Off
Tuesday: 08:00-18:00
Wednesday: 08:00-14:00
Thursday: 08:00-18:00
Friday: 09:00-18:00
Saturday: 13:00-17:00
Vacancy 2 36 hours:
Monday : 08:00-17:0
Tuesday: 08:00-17:00
Wednesday: 08:00-13:00
Thursday: 08:00-13:00
Friday: 08:00-18:00 (includes 4 hours social prescribing)
Main duties of the job
You will support the larger administrative team in delivering excellent care to our 28500 patient base. This General Medical Administrator role will cover the Reception and Medical Secretary Team.
Within the Reception team your main duties will include covering the phones in our phone room to book appointments and assist with patient queries, covering the front desks to check patients in and deal with any over the desk correspondence and complete any other administrative tasks that are required within the reception team.
As part of the secretarial team your main duties will include typing and sending referral letters to secondary care and community services, assisting with the coordination of insurance reports, PIP forms, DVLA forms and Firearms certificates, and liaising with secondary care with regards to patient referrals and appointments.
One of these roles also includes 4 hours of Social Prescribing, where you will receive specialty training in dealing with non-medical issues affecting patients. You will be available to speak to and offer advice and signpost to other organisations.
About us
Ashfields is a large GP Practice based in Sandbach looking after around 28500 patients. We have a cohesive Clinical and Administrative team to be able to provide a versatile and accessible service for all.
We are a progressive teaching practice and are highly involved in our local Primary Care Network. We encourage training and development, we strive to provide excellent patient care, and are happy to achieve high patient satisfaction scores.
Job description
Job responsibilities
The following are core responsibilities of a General Medical Administrator covering the Reception and Medical Secretary role, there may be on occasion a requirement to carry out other tasks; this will be dependant on factors such as workload and staffing levels.
- Maintaining
and monitoring the practice appointment system
- Process
personal, telephone and e-requests for appointments
- Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Signpost
patients to the correct service
- Initiating
contact with and responding to, requests from patients, team members and
external agencies
- support
in the management of repeat prescriptions, ensuring they are processed
accurately and efficiently
- Action
incoming emails when necessary
- Photocopy
documentation as required
- Data
entry of new and temporary registrations and relevant patient information as
required
- Input
data into the patients healthcare records as necessary
- Direct
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms to the administrative team
- Carry
out system searches as requested
- Monitor
and maintain the reception area and notice boards
- Support
all clinical staff with general tasks as requested
- Deal with insurance and medical reports within specified
guidelines, and liaising with outside organisations and patients appropriately.
- Communicate verbally with patients, other agencies, other
members of the Primary and Secondary Healthcare Teams, and practice staff,
receiving and relaying messages in a courteous and efficient manner, deciding
upon the appropriate course of action.
- Maintain up to date skills and knowledge, and an awareness of
patient-led service issues.
- Plan and prioritise office workload, take appropriate steps to
manage incoming and outgoing requests according to agreed timescales and
deadlines.
- Listening to dictated referrals and completing medical referral
letters on behalf of clinicians.
Job description
Job responsibilities
The following are core responsibilities of a General Medical Administrator covering the Reception and Medical Secretary role, there may be on occasion a requirement to carry out other tasks; this will be dependant on factors such as workload and staffing levels.
- Maintaining
and monitoring the practice appointment system
- Process
personal, telephone and e-requests for appointments
- Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Signpost
patients to the correct service
- Initiating
contact with and responding to, requests from patients, team members and
external agencies
- support
in the management of repeat prescriptions, ensuring they are processed
accurately and efficiently
- Action
incoming emails when necessary
- Photocopy
documentation as required
- Data
entry of new and temporary registrations and relevant patient information as
required
- Input
data into the patients healthcare records as necessary
- Direct
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms to the administrative team
- Carry
out system searches as requested
- Monitor
and maintain the reception area and notice boards
- Support
all clinical staff with general tasks as requested
- Deal with insurance and medical reports within specified
guidelines, and liaising with outside organisations and patients appropriately.
- Communicate verbally with patients, other agencies, other
members of the Primary and Secondary Healthcare Teams, and practice staff,
receiving and relaying messages in a courteous and efficient manner, deciding
upon the appropriate course of action.
- Maintain up to date skills and knowledge, and an awareness of
patient-led service issues.
- Plan and prioritise office workload, take appropriate steps to
manage incoming and outgoing requests according to agreed timescales and
deadlines.
- Listening to dictated referrals and completing medical referral
letters on behalf of clinicians.
Person Specification
Experience
Essential
- Experience of working with the General Public
- Experience of administrative duties
Desirable
- Experience of working within a healthcare setting
Qualifications
Essential
- Educated to GCSE level or Equivalent
- GCSE Mathematics and English grade C or above (or equivalent)
Desirable
- AMSPAR Receptionists Qualification
Skills
Essential
- Excellent communication skills both written and oral
- Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software
- Ability to work as part of a team and autonomously
- Ability to follow policy and procedure
- Problem solving and is able to use initiative
Desirable
Person Specification
Experience
Essential
- Experience of working with the General Public
- Experience of administrative duties
Desirable
- Experience of working within a healthcare setting
Qualifications
Essential
- Educated to GCSE level or Equivalent
- GCSE Mathematics and English grade C or above (or equivalent)
Desirable
- AMSPAR Receptionists Qualification
Skills
Essential
- Excellent communication skills both written and oral
- Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software
- Ability to work as part of a team and autonomously
- Ability to follow policy and procedure
- Problem solving and is able to use initiative
Desirable
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.
