GP Practice Administrator

Job description

Job responsibilities

GP Practice Administrator

REPORTS TO:

Operations Manager (Teresa Dyson)

JOB SUMMARY:

Provide administrative support across various functions including registrations, workflow

management, and referrals. The role is essential to ensuring smooth operations and

excellent patient care within the GP Practice.

KEY RESPONSIBILITIES/ACCOUNTABILITIES:

Patient Registrations:

ü Process new patient registrations and update existing patient records.

ü Verify and update patient information in the electronic health record system.

ü Ensure all patient registration documentation is accurately completed and filed.

Workflow Management:

ü Manage incoming and outgoing correspondence, including emails, letters, and post.

ü Organize and prioritize administrative tasks to ensure efficient workflow.

ü Coordinate with clinical staff to ensure timely processing of patient information.

Referrals:

ü Coordinate patient referrals to specialists and other healthcare providers.

ü Track and follow up on referral appointments and outcomes.

ü Maintain accurate records of all referral activities and communications.

General Administrative Duties:

ü Assist Partners and managers with any administrative needs, respond to inquiries, and

provide necessary information for their effective decision-making.

ü Handle mail and correspondence, both incoming and outgoing.

ü Process and distribute incoming (and outgoing) mail.

ü Process repeat prescriptions in accordance with Practice guidelines.

ü Computer data entry/ data allocation and collation; processing and recording

information in accordance with Practice procedures.

ü Provide clerical assistance to Practice staff when required from time to time, including

word/ data processing, filing, photocopying and scanning documents.

ü Review recall lists and contact patients by phone or letter to invite them in for routine

checks where required.

ü Assist with the management of patient records and ensure compliance with data

protection regulations.

ü Process data subjects access requests (SARs), insurance/ solicitors letters and DVLA

forms.

ü Process invoices.

ü Assist with the preparation of reports and audits.

ü Generic filing and up to date record keeping, assistance with other aspects of general

office administration where necessary.

ü Implement processes to achieve efficiency of administrative systems. Collaboration and Communication: ü Work collaboratively with medical staff, nurses, and other administrative team members. ü Communicate effectively with patients, carers, and external organisations. ü Contribute to the development and improvement of administrative processes within the Practice. Duties may be varied from time to time, dependent on current and evolving practice workload and staffing levels: This role profile is not exhaustive; it will be subject to periodic review and may be amended to meet the changing needs of the business. The postholder will be expected to participate in this process and we would aim to reach agreement to the changes.

Person Specification

Qualifications

Essential

• ü GCSEs or equivalent
• ü Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Experience

Essential

• ü Previous experience in a healthcare administration role.
• ü Experience of providing excellent customer service
• ü Familiarity with electronic health record systems (e.g., EMIS, SystmOne or Vision)

Desirable

• ü Knowledge of medical terminology and procedures
• ü Experience working within a GP practice or healthcare environment.

Knowledge and Skills

Essential

• Experience of providing excellent customer service
• Strong communication and interpersonal skills
• Organised with great attention to detail, demonstrating accuracy and thoroughness
• The ability to plan own work and work on own initiative
• The ability to manage conflicting demands and prioritise tasks and workload
• Ability to maintain the team's high quality service delivery and work to set targets and deadlines
• A practical, flexible and dinnovative approach to work
• Well developed team working skills and a cooperative 'can do' approach
• Ability to follow instructions and respond to management direction

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

Summercroft Surgery

Address

Starts Hill Road

Farnborough

Orpington

Kent

BR6 7AR

Employer's website

http://summercroft.net/ (Opens in a new tab)