Job responsibilities
The following
are the core responsibilities of the Clinical Administrator. There may be on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:
The Clinical
Administrator Team will be responsible for the following duties:
Child Safeguarding & Health Services:
A. Attending monthly Child Health / Safeguarding Meetings.
B. Completing audits and updating immunisation data to submit quarterly data.
C. Liaising with Health Visitors and other external staff to update patients medical records.
D. Support the administrative team with child safeguarding duties, ensuring all relevant information is accurately recorded and processed.
E. Support the administrative team with postnatal care tasks, ensuring timely and accurate handling of all communications.
F. Coordinate child immunisation for newborn and new child patients.
G. Coordinating clinical students and arranging appropriate clinics in liaison with Clinical Tutors.
Clinic Scheduling:
H. Coordinate clinical appointments three months in advance and check staff sufficient staffing levels for holidays / sickness.
I. Coordinate clinical room rota to ensure all clinical staff, Students, ARRs and visitors are allocated a room on a weekly/monthly basis.
J. Manage locum clinicians as required, validating and adding sessions to EMIS.
Triage Duties
K. Manage incoming patient triage requests via accuRx, including clinical, administrative, ensuring timely and appropriate allocation to the correct team or clinician.
L. Take patient telephone calls between 8.30-10am and 2-2.30 every day, and as and when required during excess / busy periods.
M. Coordinating death notifications in EMIS within practice guidelines and coordinate and process death reports, ensuring all necessary documentation is completed accurately and efficiently
N. Assist with online Patient Access, reviewing patient request and diverting within the team as appropriate.
O. Support and administer patient registration and de-registrations.
P. Ensure clear pathways of document management, including the support of processing all DNA letters.
Q. To review and action tasks in personal inbox on a daily basis
Report Coordination:
R. Coordinate insurance and medical reports, both hard copies and via IGPR, ensuring efficient flow to clinicians and timely completion.
S. Process, scan, and attach patient documents, including emails and post on a daily basis.
T. Support the administrative team with the completion of clinical administration tasks in EMIS Web, known as "Admin Today," ensuring timely and accurate processing.
U. Review expired and uncollected prescriptions on a monthly basis in accordance with current policy. Process expired green prescriptions by logging them via the designated template, removing the physical scripts, and flagging them to the GP.
V. Reviewing clinicians who are absent and redistributing lab reports and documents appropriately, maintaining efficient workflow and accurate record-keeping daily. This would ensure absent clinicians do not have urgent actions within their inbox.
W. Support Death notifications in EMIS within practice guidelines and coordinate and process death reports, ensuring all necessary documentation is completed accurately and efficiently
Secondary Responsibilities
In addition to the primary responsibilities, the Senior Clinical administrator may be requested to:
A. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. Signposting patients to the correct service
B. Support the wider administrative, reception team, providing cover during staff absences
- Support the prescription requests process, maintaining efficient workflow and accurate record-keeping.
D. Carry out system searches and audit as directed by the audit lead as requested.
E. Complete opening and closing procedures in accordance with the duty rota
F. Record minutes of meetings, as required
G. Assist with patient online access
H. Maintain a clean, tidy, effective working area always
I. Support, monitor and maintain the reception area and notice boards
J. Support all clinical staff with general tasks, as requested
Attend all meetings and training as required
A. Process referrals to external agencies such as secondary/ community care using the electronic referral system (ERS)
B. Manage all queries (including administrative queries) as necessary in an efficient and timely manner
C. Deputising for the completion of the 2WW safety netting processes