Job summary
We are seeking a reliable and enthusiastic Medical
Administrator to join our friendly and supportive team at Esher Green Surgery,
part of the Bourne Health Partnership. This role is key to the smooth running
of the practice and involves providing high-quality administrative support to
clinicians and the wider practice team, ensuring excellent care for our
patients.
We appreciate the interest of all applicants. Please note
that we may close this vacancy early if we identify a suitable candidate before
the advertised closing date, so we encourage interested applicants to apply as
soon as possible.
Main duties of the job
As a Medical Administrator, you will be responsible for a variety of tasks including handling patient queries, managing clinical correspondence, maintaining accurate records, and supporting appointment and referral processes. You will work closely with GPs, nurses, and the reception team to help deliver efficient and compassionate primary care services.
About us
The Bourne Health Partnership is a dynamic and growing NHS primary care organisation comprising four GP practices: Portland Medical Centre in South Norwood, Keston Medical Practice and The Moorings Medical Practice in Purley and Kenley, and Esher Green Surgery in Surrey Downs. Together, we care for a diverse population of over 55,000 patients.
We are a collaborative, forward-thinking organisation led by GP Partners and supported by a broad multi-professional team. Our focus is on delivering sustainable, high-quality care through digital innovation, integrated services, and a strong commitment to patient experience.
Why Join Us at Esher Green Surgery?
Esher Green Surgery combines the personal feel of a local practice with the resources and support of a larger partnership. As a key part of our administrative team, you will be instrumental in ensuring that the day-to-day operations of the practice run smoothly and that patients receive timely and efficient care.
We offer:
- A supportive and inclusive working environment
- Opportunities for development and training
- A chance to contribute meaningfully to improving patient outcomes
- Flexibility to support work-life balance
Job description
Job responsibilities
- Greet and welcome patients and visitors in person and direct to waiting room/consultation room; deal with their enquiry in an efficient and courteous manner
- Use the AccuRx referral system continual viewing of incoming AccuRx, moving to triage, actions from triage, checking patient attendance once offered appt, etc.
- Answer the telephone, answering or referring enquiries. Take messages ensuring accuracy of detail and prompt appropriate delivery
- Assist in actioning EmisWeb e mail tasks on a daily basis
- Make new or follow up appointments as per task
- Maintain security by following procedures
- Maintain safe and clean reception area by complying with procedures, rules and regulations
- Book EE paramedic appointments as requested ensuring careful recording of all relevant details.
- Be aware of clinicians working on the day, duty doctor, resident doctor catch up and clinical schedules, booking criteria for nurse teams
- Use AccuRx system for advising patients of private charges when the appointment is non NHS; accept payment, issue receipt
- Open post and forward to Docman system, or person who the document is for.
- Action repeat prescription requests
- File in alphabetical order prepared prescriptions ready for collection
- Explain the practice procedures and formal requirements to new patients and those seeking temporary cover and ensure it is completed
- Maintain continuity with work teams by documenting and communicating actions, irregularities and continuing needs
- Contribute to team effort across admin roles
- Contribute to team effort by working on team tasks
- Prioritise and organise the workload
- Comply to Infection Control policy
- Develop understanding of the EmisWeb system, take part in training
- Check the EmisWeb message notes on opening the page, check e mails and action as appropriate; be aware of tasks icon and check with responsibility holder if any can be worked on
- Patient notes and correspondence:
o Ensure a record is made on the EmisWeb patient page of all
telephone conversations, requests, results, correspondence, etc.
o Ensure the record is clear and understandable to other readers
- Acquaint yourself with patient leaflets/information on show in the waiting room; remove any out of date information from the display
- E mail: daily check your own NHS.net account and the practice account
- Premises:
o Open up premises at the start of the day if you are the first to arrive, de-activate alarm and make all necessary preparations to receive patients.
o When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
- Take patient registrations into reception, check all documents.
- Carry out tasks/actions given by a doctor; take tasks from the action tray
- Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager
- Ensure confidentiality at all times; Confidentiality Policy
- Health & Safety: promote and maintain your own and others health, safety and security as per the Practice Health & Safety Policy to include: personal security systems, risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Report potential risks identified
Equality and Diversity:
Support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
Participate in any training programme implemented by the practice:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
Maintain quality within the practice, and:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources.
Communication:
Recognize the importance of effective communication within the team and strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Job description
Job responsibilities
- Greet and welcome patients and visitors in person and direct to waiting room/consultation room; deal with their enquiry in an efficient and courteous manner
- Use the AccuRx referral system continual viewing of incoming AccuRx, moving to triage, actions from triage, checking patient attendance once offered appt, etc.
- Answer the telephone, answering or referring enquiries. Take messages ensuring accuracy of detail and prompt appropriate delivery
- Assist in actioning EmisWeb e mail tasks on a daily basis
- Make new or follow up appointments as per task
- Maintain security by following procedures
- Maintain safe and clean reception area by complying with procedures, rules and regulations
- Book EE paramedic appointments as requested ensuring careful recording of all relevant details.
- Be aware of clinicians working on the day, duty doctor, resident doctor catch up and clinical schedules, booking criteria for nurse teams
- Use AccuRx system for advising patients of private charges when the appointment is non NHS; accept payment, issue receipt
- Open post and forward to Docman system, or person who the document is for.
- Action repeat prescription requests
- File in alphabetical order prepared prescriptions ready for collection
- Explain the practice procedures and formal requirements to new patients and those seeking temporary cover and ensure it is completed
- Maintain continuity with work teams by documenting and communicating actions, irregularities and continuing needs
- Contribute to team effort across admin roles
- Contribute to team effort by working on team tasks
- Prioritise and organise the workload
- Comply to Infection Control policy
- Develop understanding of the EmisWeb system, take part in training
- Check the EmisWeb message notes on opening the page, check e mails and action as appropriate; be aware of tasks icon and check with responsibility holder if any can be worked on
- Patient notes and correspondence:
o Ensure a record is made on the EmisWeb patient page of all
telephone conversations, requests, results, correspondence, etc.
o Ensure the record is clear and understandable to other readers
- Acquaint yourself with patient leaflets/information on show in the waiting room; remove any out of date information from the display
- E mail: daily check your own NHS.net account and the practice account
- Premises:
o Open up premises at the start of the day if you are the first to arrive, de-activate alarm and make all necessary preparations to receive patients.
o When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
- Take patient registrations into reception, check all documents.
- Carry out tasks/actions given by a doctor; take tasks from the action tray
- Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager
- Ensure confidentiality at all times; Confidentiality Policy
- Health & Safety: promote and maintain your own and others health, safety and security as per the Practice Health & Safety Policy to include: personal security systems, risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Report potential risks identified
Equality and Diversity:
Support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
Participate in any training programme implemented by the practice:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
Maintain quality within the practice, and:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources.
Communication:
Recognize the importance of effective communication within the team and strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Person Specification
Knowledge, Skills & Experience
Essential
- Excellent Telephone Skills
- Sound Verbal Communication Skills
- Microsoft Office Skills
- Active Listening Skills
- Professionalism
- Customer/patient focussed
- Good Organisational Skills
- Informing Others
- Handling Pressure
- Strong Team player
- Confidentiality / Data Protection knowledge
Person Specification
Knowledge, Skills & Experience
Essential
- Excellent Telephone Skills
- Sound Verbal Communication Skills
- Microsoft Office Skills
- Active Listening Skills
- Professionalism
- Customer/patient focussed
- Good Organisational Skills
- Informing Others
- Handling Pressure
- Strong Team player
- Confidentiality / Data Protection knowledge
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.