Practice Administrator

Job description

Job responsibilities

Job Title: Practice Administrator

Reports to: Practice Manager / Operations Manager Location: Arden House Medical Practice Hours: Part-time 20 to 25 hours per week Salary: Dependent on experience

Job Purpose:

To provide comprehensive administrative support within the GP practice, ensuring the smooth running of patient services, effective management of clinical documentation, and adherence to legal and clinical governance standards. The role includes handling Subject Access Requests (SARs), processing insurance reports, clinical summarising, covering referrals, Managing QOF and non-QOF recalls, and assisting in the management of Significant Event Audits (SEAs).

Key Responsibilities:

1. Subject Access Requests (SARs) & Insurance Reports

• Process and Manage Subject Access Requests in line with GDPR and Data Protection regulations via Medi2data.
• Process and Manage insurance reports (e.g., for life assurance or income protection claims) via Medi2data within required timeframes.
• Maintain accurate records of all requests and disclosures.

2. Clinical Summarising

• Review and summarise incoming patient records (electronic and paper).
• Code relevant information into the clinical system (EMIS).
• Ensure patient records are accurate, up to date, and coded appropriately for QOF and other clinical targets.

3. Referrals Administration Cover

• Cover referral duties during staff absence and provide continuity of service.
• Process referrals via e-Referral System (e-RS) and other pathways.
• Ensure timely and accurate completion of referral forms and attachments.

4. QOF Recalls and Invitations

• Manage QOF (Quality and Outcomes Framework) recall systems.
• Send timely invites to patients via text, phone, or letter.
• Liaise with clinical team to ensure all QOF-related appointments are completed and coded correctly.

5. Non-QOF Recalls

• Coordinate recall systems for non-QOF clinical areas (e.g., contraception reviews, vitamin B12 injections, NHS health checks).
• Monitor recall compliance and escalate any concerns to the clinical or management team.

6. SEAs (Significant Event Audits)

• Assist in the collation and documentation of SEAs.
• Support the team in gathering information, preparing summaries, and distributing outcomes.
• Attend SEA meetings where necessary and contribute to learning/improvement discussions.

Additional Duties:

• Assist with general administrative tasks as required, including scanning, filing, and handling incoming/outgoing correspondence.
• Participate in team meetings, audits, and training relevant to the role.
• Adhere to practice policies and procedures, including those relating to confidentiality, health & safety, and safeguarding.
• Provide cover for other administrative staff during periods of absence.

Person Specification

Qualifications

Essential

• Educated to GCSE level

Experience

Essential

• Person Specification:
• Essential:
• Previous experience in a healthcare or GP practice setting.
• Understanding of GDPR, Data Protection, and confidentiality principles.
• Strong administrative and organisational skills.
• Ability to prioritise workload and work to tight deadlines.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in handling sensitive information.
• Ability to work independently and as part of a team.

Desirable

• Desirable:
• Proficient in using NHS systems and software (e.g., EMIS).
• Knowledge of QOF and NHS screening/recall programs.
• Experience with e-RS and handling referrals.
• Familiarity with SNOMED coding and clinical summarising processes.

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

Arden House Medical Practice

Address

Sett Close

New Mills

Derbyshire

SK22 4AQ

Employer's website

http://www.ardenhousemedicalpractice.co.uk/ (Opens in a new tab)