Job summary
HAMPSTEAD GROUP PRACTICE (NW3 2QU)
Medical Administrator
Part-Time Post (20 hours per week)
Hourly rate: £14.80 - £15.50
Working days: Monday - Friday
We are seeking a motivated and reliable Administrator to join our busy and friendly team on a maternity cover basis.. The successful candidate will provide efficient administrative and secretarial support to the partners and clinical staff, ensuring high standards of service and patient care are maintained.
The role involves managing clinical correspondence, processing referrals via the NHS e-Referral Service, and general administrative tasks. You will also process insurance forms, medical reports and medical record requests within agreed timescales, ensuring accurate record keeping and maintaining strict patient confidentiality.
The ideal candidate will have excellent organisational skills, strong attention to detail and the ability to work both independently and as part of a team managing a varied workload in a fast-paced environment. Previous NHS or primary care experience and knowledge of EMIS are desirable but not essential.
This is an excellent opportunity to join a supportive team within a well-established practice for a fixed-term maternity cover position.
Main duties of the job
Provide administrative and secretarial support to GPs and clinical staff
Preparation of medical correspondence
Process patient referrals using the NHS e-Referral Service
Manage insurance forms, medical reports and associated payments
Process requests for copies of patient medical records
Maintain accurate records and ensure documents are scanned into patient files
Support cervical screening programme, QOF and flu campaigns
Respond to patient and clinician queries relating to referrals and medical administration
Provide occasional reception cover when required
About us
We are a large, dynamic and highly regarded Practice with a
patient list size of c18,000 based in Hampstead, and part of the North Camden
Primary Care Network.
We offer high
quality, patient centred care and our staff are prepared to go the
extra mile to deliver outstanding service.
As a training Practice we are committed to developing and mentoring our
staff.
Job description
Job responsibilities
HAMPSTEAD GROUP PRACTICE
Title: Medical Administrator
Accountable to: Practice Manager
Reports to: Practice Manager
Liases with: Patients and Users of the Practice
Professional Members of the Practice Team
Patient Services Team and administrative staff
PURPOSE AND OBJECTIVES OF THE ROLE
To provide efficient and effective administrative and secretarial support to the partners and medical staff of the practice. The role involves coordinating a range of administrative processes and ensuring services are delivered within agreed quality standards and timeframes.
KEY DUTIES AND RESPONSIBILITIES
Secretarial and Administrative Support
- Provide efficient and effective secretarial support to partners and medical staff to an agreed quality standard and within agreed timeframes.
- Type all relevant practice correspondence as required, including Fit Notes requiring GP electronic signatures.
- Type medical reports as required.
- Record minutes of meetings when required.
- Provide administrative support such as photocopying, scanning and postal duties.
Clinical Correspondence and Referrals
- Act as a first point of contact for doctors and patients with queries relating to medical matters and referrals.
- Process patient referrals promptly using the NHS e-Referral Service (eRS).
- Check the e-Referral Service system daily for rejected referrals and outstanding referral letters.
- Follow up queries relating to previously typed or submitted referrals.
- Deal with Advice and Guidance queries and responses.
- Maintain systems to ensure prompt processing of referrals and correspondence.
- Be responsible for two-week wait (urgent cancer referral) safety-net checks, ideally conducted weekly.
- Provide training to staff on the NHS e-Referral Service process when required.
Medical Certification and Clinical Administration
- Send electronic copies of death certificates to Camden Registrars including patient next of kin details.
- Send cremation forms electronically to funeral directors and ensure copies are scanned into patient records.
- Process Telederm referrals including taking photographs of skin lesions and uploading them to EMIS records.
- Provide training to GPs on Telederm processes when required.
Insurance Forms, Medical Reports and Claims
Ensure that insurance forms, statutory claims forms and medical report requests are processed within 15 working days.
Responsibilities include:
- Maintaining the insurance/claims and medical reports database.
- Logging all requests daily with the date received.
- Forwarding forms to the appropriate GP or partner for completion.
- Monitoring outstanding requests and following up incomplete forms.
- Ensuring completed documents are scanned and stored in the patients record.
- Dispatching completed documentation promptly to patients or requesting organisations.
- Processing income generated from these services and chasing outstanding payments.
- Distributing income received to salaried doctors where appropriate.
- Collating partner income and submitting records to the Business Manager and Finance Administrator for payroll processing.
Subject Access Requests (Medical Records)
Ensure requests for copies of medical records are processed within 28 working days.
Responsibilities include:
- Logging all requests with the date of receipt.
- Preparing copies of paper and electronic records.
- Completing the initial check for third-party information.
- Passing records to a GP to check for third-party information.
- Ensuring redacted pages are scanned and appropriately coded in the patient record.
- Arranging secure transfer of records via recorded delivery, collection or encrypted email.
Cervical Screening Administration
Provide administrative support for the Cervical Screening Programme in accordance with national protocols.
Responsibilities include:
- Inputting smear screening data into patient records.
- Monitoring and chasing outstanding smear results.
- Sending recall letters to non-responders.
- Processing Prior Notification Lists via Open Exeter within deadlines.
- Managing the colposcopy failsafe system.
- Supporting quarterly cervical screening targets as part of QoF and Enhanced Services.
Medical Records Management
- Process urgent medical record requests and complete the appropriate request forms.
- Email urgent requests to PCSE and file copies within patient records.
- Follow up with PCSE if records are delayed.
- Ensure newly received records are reviewed by a GP and passed for summarisation if required.
Document Management
- Undertake daily scanning of completed medical reports, insurance forms and related correspondence.
- Ensure scanning is completed in line with the Docman protocol.
Additional Duties
- Maintain patient confidentiality and comply with information governance requirements.
- Maintain up-to-date contact records for affiliated organisations and services.
- Provide support to the management team when required.
- Assist with reception cover during staff shortages.
- Support practice activities such as the annual Flu Campaign and QOF targets.
- Undertake relevant training courses with agreement from the Practice Manager.
- Prepare refreshments for doctors coffee according to the rota.
The Practice Manager will allocate duties, or the Business Manager in their absence. Duties may change to meet the operational needs of the practice.
This job description is not exhaustive and may be amended by agreement between the Practice Manager and the post holder.
Job description
Job responsibilities
HAMPSTEAD GROUP PRACTICE
Title: Medical Administrator
Accountable to: Practice Manager
Reports to: Practice Manager
Liases with: Patients and Users of the Practice
Professional Members of the Practice Team
Patient Services Team and administrative staff
PURPOSE AND OBJECTIVES OF THE ROLE
To provide efficient and effective administrative and secretarial support to the partners and medical staff of the practice. The role involves coordinating a range of administrative processes and ensuring services are delivered within agreed quality standards and timeframes.
KEY DUTIES AND RESPONSIBILITIES
Secretarial and Administrative Support
- Provide efficient and effective secretarial support to partners and medical staff to an agreed quality standard and within agreed timeframes.
- Type all relevant practice correspondence as required, including Fit Notes requiring GP electronic signatures.
- Type medical reports as required.
- Record minutes of meetings when required.
- Provide administrative support such as photocopying, scanning and postal duties.
Clinical Correspondence and Referrals
- Act as a first point of contact for doctors and patients with queries relating to medical matters and referrals.
- Process patient referrals promptly using the NHS e-Referral Service (eRS).
- Check the e-Referral Service system daily for rejected referrals and outstanding referral letters.
- Follow up queries relating to previously typed or submitted referrals.
- Deal with Advice and Guidance queries and responses.
- Maintain systems to ensure prompt processing of referrals and correspondence.
- Be responsible for two-week wait (urgent cancer referral) safety-net checks, ideally conducted weekly.
- Provide training to staff on the NHS e-Referral Service process when required.
Medical Certification and Clinical Administration
- Send electronic copies of death certificates to Camden Registrars including patient next of kin details.
- Send cremation forms electronically to funeral directors and ensure copies are scanned into patient records.
- Process Telederm referrals including taking photographs of skin lesions and uploading them to EMIS records.
- Provide training to GPs on Telederm processes when required.
Insurance Forms, Medical Reports and Claims
Ensure that insurance forms, statutory claims forms and medical report requests are processed within 15 working days.
Responsibilities include:
- Maintaining the insurance/claims and medical reports database.
- Logging all requests daily with the date received.
- Forwarding forms to the appropriate GP or partner for completion.
- Monitoring outstanding requests and following up incomplete forms.
- Ensuring completed documents are scanned and stored in the patients record.
- Dispatching completed documentation promptly to patients or requesting organisations.
- Processing income generated from these services and chasing outstanding payments.
- Distributing income received to salaried doctors where appropriate.
- Collating partner income and submitting records to the Business Manager and Finance Administrator for payroll processing.
Subject Access Requests (Medical Records)
Ensure requests for copies of medical records are processed within 28 working days.
Responsibilities include:
- Logging all requests with the date of receipt.
- Preparing copies of paper and electronic records.
- Completing the initial check for third-party information.
- Passing records to a GP to check for third-party information.
- Ensuring redacted pages are scanned and appropriately coded in the patient record.
- Arranging secure transfer of records via recorded delivery, collection or encrypted email.
Cervical Screening Administration
Provide administrative support for the Cervical Screening Programme in accordance with national protocols.
Responsibilities include:
- Inputting smear screening data into patient records.
- Monitoring and chasing outstanding smear results.
- Sending recall letters to non-responders.
- Processing Prior Notification Lists via Open Exeter within deadlines.
- Managing the colposcopy failsafe system.
- Supporting quarterly cervical screening targets as part of QoF and Enhanced Services.
Medical Records Management
- Process urgent medical record requests and complete the appropriate request forms.
- Email urgent requests to PCSE and file copies within patient records.
- Follow up with PCSE if records are delayed.
- Ensure newly received records are reviewed by a GP and passed for summarisation if required.
Document Management
- Undertake daily scanning of completed medical reports, insurance forms and related correspondence.
- Ensure scanning is completed in line with the Docman protocol.
Additional Duties
- Maintain patient confidentiality and comply with information governance requirements.
- Maintain up-to-date contact records for affiliated organisations and services.
- Provide support to the management team when required.
- Assist with reception cover during staff shortages.
- Support practice activities such as the annual Flu Campaign and QOF targets.
- Undertake relevant training courses with agreement from the Practice Manager.
- Prepare refreshments for doctors coffee according to the rota.
The Practice Manager will allocate duties, or the Business Manager in their absence. Duties may change to meet the operational needs of the practice.
This job description is not exhaustive and may be amended by agreement between the Practice Manager and the post holder.
Person Specification
Experience
Essential
- Accurate typing and keyboard skills
- Computer literacy and experience using Microsoft Office.
- Strong communication and interpersonal skills.
- High level of literacy and numeracy.
- Ability to prioritise a varied workload and meet strict deadlines.
- Ability to follow written and verbal instructions accurately.
- Strong problem-solving skills and ability to use initiative.
- Ability to work independently and as part of a team.
- Ability to handle confidential information with discretion.
- Understanding of patient confidentiality and information governance.
Desirable
- Knowledge of medical terminology.
- Experience of using EMIS clinical system.
- Previous experience working in an NHS or primary care setting.
- Flexibility and adaptability.
Person Specification
Experience
Essential
- Accurate typing and keyboard skills
- Computer literacy and experience using Microsoft Office.
- Strong communication and interpersonal skills.
- High level of literacy and numeracy.
- Ability to prioritise a varied workload and meet strict deadlines.
- Ability to follow written and verbal instructions accurately.
- Strong problem-solving skills and ability to use initiative.
- Ability to work independently and as part of a team.
- Ability to handle confidential information with discretion.
- Understanding of patient confidentiality and information governance.
Desirable
- Knowledge of medical terminology.
- Experience of using EMIS clinical system.
- Previous experience working in an NHS or primary care setting.
- Flexibility and adaptability.
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.
