Medical Administrator

Job description

Job responsibilities

The role of the medical administrator encompasses a variety of tasks, though the individual in this position will not necessarily be responsible for all of them:

Patient Interaction and Communication

• Appointment Scheduling: Booking, rescheduling, and cancelling patient appointments using practice management software.
• Telephone Management: Handling incoming enquiries, directing them to appropriate staff, and taking messages as necessary.
• Patient Registration: Registering new patients and updating existing patient records.

Administrative Support

• Record Keeping: Maintaining accurate and up-to-date patient records, including personal information and medical histories, both digitally and on paper. Produce meeting agendas and record the minutes of meetings
• Data Entry: Inputting data into electronic health records and practice management systems.
• Correspondence: Managing incoming and outgoing mail and emails, and drafting correspondence as required. Filing documents into clinical system.
• Medical Reporting: Assisting in the preparation and distribution of medical reports and summaries.
• Medical Summarising: Summarise and update medical records to ensure they are comprehensive and accessible to healthcare providers.
• Referrals and Communication: Type and send referral letters and other communications to specialists and external healthcare providers.

Prescription Management

• Prescription Processing: Assist with the preparation and management of repeat prescriptions, ensuring they are processed efficiently and accurately.
• Medication Queries: Address patient queries related to prescriptions and medications.

Patient Care Coordination

• Referral Management: Coordinating referrals to specialists and other healthcare services as directed by the GPs. Support the secretarial team when required with referral letters and other communications to specialists and external healthcare providers.
• Follow-ups: Organising follow-up appointments and tests, and ensuring patients are reminded of upcoming appointments.
• Patient Liaison: Acting as a point of contact for patients regarding their care and any administrative issues.

Confidentiality and Security

• Ensuring all patient information is kept confidential and secure, following legal and ethical guidelines.
• Data Protection: Ensuring all patient information is kept confidential and secure, following legal and ethical guidelines.
• Access Control: Managing access to patient records and sensitive information, ensuring only authorized personnel can access it.
• Policy Compliance: Ensure the practice complies with healthcare regulations and guidelines, such as GDPR and NHS policies.

Health and 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 and Safety Manual and the Practice Infection Control Policy and published procedures.

Policy Adherence: 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 and Safety Manual and the Practice Infection Control Policy and published procedures.

Personal security systems: Will be utilised within the workplace according to Practice guidelines

Risks: Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Reporting potential risks to Practice Management team.

Training: Undertake and make effective use of training to update knowledge and skills.

Infection control procedures: Adhere to these procedures and maintain work areas in a tidy and safe way and free from hazards.

Equality, Diversity, and Rights

• Support for Equality and Diversity: Support the equality, diversity, and rights of patients, carers, and colleagues.
• Rights Recognition: Act in a way that recognizes the importance of peoples rights, interpreting them in a manner consistent with practice procedures, policies, and current legislation.
• Respect for Privacy and Dignity: Respect the privacy, dignity, needs, and beliefs of patients, carers, and colleagues.
• Welcoming and Non-judgmental Behaviour: Behave in a manner that is welcoming, non-judgmental, and respectful of individuals circumstances, feelings, priorities, and rights.

Quality Assurance and Improvement

• Alerting Team Members: Alert other team members to issues of quality and risk.
• Self-Assessment: Assess own performance and take accountability for actions, either directly or under supervision.
• Team Effectiveness: Contribute to team effectiveness by reflecting on own and team activities and suggesting improvements.
• Interagency Collaboration: Work effectively with individuals in other agencies to meet patients needs.
• Time Management: Effectively manage own time, workload, and resources.

Communication

• Team Communication: Communicate effectively with other team members.
• Patient and Carer Communication: Communicate effectively with patients and carers.
• Alternative Communication Methods: Recognise and respond to people's needs for alternative methods of communication.

Contribution to Service Implementation

• Policy Application: Apply practice policies, standards, and guidance.
• Policy Discussion: Discuss with team members how policies, standards, and guidelines will affect own work.
• Audit Participation: Participate in audits where appropriate.
• System Optimisation: Contributing to the development and implementation of new administrative procedures and technologies to enhance practice efficiency.

Personal and Professional Development

• Training Participation: Participate in any training programs implemented by the practice as part of employment.
• Performance Review: Engage in an annual individual performance review and take responsibility for maintaining a record of personal and/or professional development.
• Self-Development: Take responsibility for own development, learning, and performance.
• Skill Sharing: Demonstrate skills and activities to others undertaking similar work to enhance team capabilities.

Person Specification

Personal Qualities

Essential

• 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

Skills

Essential

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• Disclosure Barring Service (DBS) check

Desirable

• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public
• Experience of administrative / receptionist duties
• Excellent communication skills (written and oral)
• Strong IT skills (Office, Outlook, Adobe)

Desirable

• Experience of working in a health care setting
• Experience of working as medical secretary / administrator
• Experience of using EMIS Software

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

Manchester Integrative Medical Practice

Address

526-528 Stockport Road

Longsight

Manchester

M13 0RR

Employer's website

https://mimp.org.uk/ (Opens in a new tab)