Medical Administrator

Job description

Job responsibilities

Job title

Medical Administrator

Line manager

Reception Supervisor

Accountable to

Practice Manager

Hours per week

20

Job summary

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Mission statement

Belvidere Medical Practice has evolved into a patient centered caring practice based on the following values:

The patients needs define the care they receive

Our systems and procedures will be designed to meet and support these needs

Our partners and staff show respect and compassion for patients

We provide a safe environment and systems to protect vulnerable patients

We provide regular training for staff and partners to ensure we are up to date and effective

We care for our patients and our staff

We provide equal services to all patients without discrimination, based upon need

Generic responsibilities

All staff at Belvidere Medical Practice have a duty to conform to the following:

Equality, Diversity and Inclusion

A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons it improves operational effectiveness; it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

Health and Safety at Work Act 1974

Environmental Protection Act 1990

Environment Act 1995

Fire Precautions (workplace) Regulations 1999

Coronavirus Act 2020

Other statutory legislation which may be brought to the post holders attention

Confidentiality

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of this organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.

Belvidere Medical Practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction

At Belvidere Medical Practice, you will be required to complete the induction programme and the practice management team will support you throughout the process.

Learning and development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed by the practice manager. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.

Plans and outcomes by which to measure success should be agreed.

Service delivery

Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are always adhered to.

Professional conduct

All staff are required to dress appropriately for their role.

Primary key responsibilities

The following are the core responsibilities of the medical 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:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquiries in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing calling letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

h. Inputting data into the patients healthcare records as necessary

i. Processing registration queries from PCSE

j. Processing referrals using the electronic referral system (ERS)

k. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

l. Clinically coding data on EMIS

m. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Managing all administrative queries as necessary

o. Carrying out system searches as requested

p. Maintaining a clean, tidy, effective working area at all times

q. Supporting all clinical staff with general administrative tasks as requested

Secondary responsibilities

In addition to the primary responsibilities, the Medical Administrator may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics and English (C or above)
• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public.
• Experience of working in a healthcare setting.

Desirable

• Experience of working in primary care.
• Experience of working in a GP practice.
• Experience of administrative duties.

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

Belvidere Medical Practice

Address

23 Belvidere Road

Shrewsbury

Shropshire

SY2 5LS

Employer's website

https://www.belvideremedicalpractice.nhs.uk/ (Opens in a new tab)