Medical Administrator

Job description

Job responsibilities

Job Summary

To be responsible for undertaking a wide range of administration and reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Primary Responsibilities

The following are the core responsibilities of the receptionist. 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. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Signpost patients to the correct service

e. Initiating contact with and responding to, requests from patients, team members and external agencies

f. Prepare repeat prescriptions for signature

g. Scan data onto the clinical database

h. Photocopy documentation as required

i. Data entry of new and temporary registrations and relevant patient information as required

j. Input data into the patients healthcare records as necessary

k. Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

l. Manage all queries as necessary in an efficient manner

m. Carry out system searches as requested

n. Maintain a clean, tidy, effective working area at all times

o. Monitor and maintain the reception area and notice boards

p. Support all clinical staff with general 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. Support administrative staff, providing cover during staff absences

c. Action incoming faxes when necessary

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

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

f. Processing repeat prescriptions, ensuring they are processed accurately and efficiently

g. Monitoring of stationery supplies

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

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

Experience

Essential

• Excellent communication skills (written and oral);
• Strong IT skills;
• Clear, polite telephone manner;
• Competent in the use of Office and Outlook;
• Effective time management (Planning & Organising);
• Ability to work as a team member and autonomously;
• Good interpersonal skills;
• Problem solving & analytical skills;
• Ability to follow policy and procedure;
• Polite and confident;
• Flexible and cooperative;
• Motivated;
• Forward thinker;
• High levels of integrity and loyalty;
• Sensitive and empathetic in distressing situations;
• Ability to work under pressure;
• Flexibility to work outside of core office hours;
• Flexibility to work alternative or additional hours to cover leave;
• Disclosure Barring Service (DBS) check;

Desirable

• EMIS / Systmone user skills

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

Painswick Surgery

Address

Hoyland House

Gyde Road

Painswick

Gloucestershire

GL6 6RD

Employer's website

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