Clinical Administrator

Job description

Job responsibilities

JOB SUMMARY:

The post-holder will provide a professional comprehensive administration service to a multi- disciplinary team at

Springfield Medical Practice. Responsible for managing and coordinating medical and non-medical correspondence.

Providing a clinically safe prescription service to the patients in accordance with the practice policies and

procedures. The post holder will have good communication skills, the ability to prioritise workload with a high

attention to detail. The ability to be flexible is a fundamental requirement to this role to cover absences during

periods of annual leave or sickness to maintain a consistent administration service at the practice.

The following are the core responsibilities of the role. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Main Duties/Key Tasks:

• The post holder will support the efficient administration process of correspondence received and distributed at the practice this will including, hospital, community, private and third parties/agencies referrals.
• Manage requests and queries received for prescriptions, via telephone, face to face and email in a timely manner, alerting the clinical team and patients regarding medication review timeframes and taking action in accordance with the practice repeat medication policy and procedures as set out by the partners.
• Working in accordance with the repeat medication policy and procedures to ensure medication changes received via third party correspondence and medical intervention are taken when indicated to facilitate safe prescribing and notifying the clinical team to enable the changes.
• Undertake general office correspondence using Microsoft packages, AccRux, Docmail and EMIS clinical system.
• To maintain accurate and up to date data on the patient records.
• Work with timelines for all two-week wait and urgent referrals using the e-referral system and referral selection service as appropriately.
• Use of DOCMAN and EMIS tasks to process clinical information and organise care in a confidential and timely manner.
• Ensure that all members of staff including the partners are aware of any changes to services within primary and secondary care and all private and public sector agencies that the surgery uses.
• Carry out tasks and data input to assist the practice in data collection and audits that may be required from time to time.
• Assist the Management team with admin tasks as requested.
• Arrange Clinical meetings, preparing agendas, record minutes and updates records accordingly.

· Ensure all activity in connection with patient care is on the clinical system using appropriate codes.

· Liaise with all third-party agencies to arrange the patient care and establish good working relationships, including pharmacies on issues with supply of prescribed drugs. Alerting the GPs and wider clinical team and forwarding any information on alternatives.

· Inform partners and staff of any changes to services and procedures carried out to maintain patient care.

· Comprehensive use of CRRS, Path Lab Links, Docman, Tquest and any other medium that may be introduced to maintain patient care and attend the necessary training as required.

· Keep records of non-NHS work including invoices, medical reports, copies in accordance with the Data Protection Act.

· Arrange access to patient records in accordance with the practice policies and procedures with particular attention to the Data Protection Act.

· Maintain stocks of stationery supplies.

· Ensure up to date filing systems are in place both electronically and paper.

· This list is not exhaustive but gives an indication of the types of tasks that may request by the partners / COO as appropriate to your role.

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 may also have access to information relating to the practice as a business organisation. 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

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

· Using personal security systems within the workplace according to practice guidelines

· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

· Making effective use of training to update knowledge and skills

· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

· Actively reporting of health and safety hazards and infection hazards immediately when recognised

· Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role

· Undertaking periodic infection control training (minimum annually)

· Reporting potential risks identified

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 people’s 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 colleague

· Behaving in a manner which 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.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• IT/Computer qualification

Desirable

• European Computer Driving License (ECDL)
• Qualified to NVQ level 2

Experience

Essential

• Knowledge of Microsoft Office Packages and e-mail technology.
• Organisational and time management skills.
• Appreciation of confidentiality
• Experience of working in health care

Desirable

• Experience of working in a GP practice
• Significant previous secretarial and/or administration experience (as applicable).
• Customer focussed/customer service skills
• An understanding of NHS protocols/policies and procedure

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Springfield Medical Practice

Address

Bennett’s Road South

Coventry

CV6 2FL

Employer's website

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