Administrator

Job description

Job responsibilities

Reception Duties

Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely;

Answer all incoming phone calls from patients and other healthcare professionals, diverting them as appropriate, and/or taking and passing on messages in a timely manner;

Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary;

Make/cancel/rearrange appointments via the clinical system;

Support and assist clinicians as required;

Arrange interpreters as necessary (where appropriate);

Ensure up to date patient information is recorded, adding Read codes where appropriate;

Give test results where appropriate.

Deal with requests and completed medical reports, including the receipt of fees for such reports.

As per the rota, ensure that all clinical rooms are prepared at the beginning and end of each day (e.g. ensuring that the correct equipment is available, printers are stocked, etc);

Keeping tidy the workspace and waiting area.

As per the rota, open premises (all clinical and administration rooms) and complete the security checks.

Version 2 - January 2023

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As per the rota, perform the lockdown procedure, i.e. ensure that all machines are off, set the alarms and lock premises (as and when required).

Clerical Duties

Ensure that repeat prescriptions are done accurately and efficiently, following practice protocol at all times;

Deal with GP Links including the amendment and deduction of patients records;

Monitor incoming electronic test results to ensure prompt review by clinicians;

Data entry of new and temporary registrations and relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters;

Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary;

Retrieve paper notes from storage unit as requested;

Photocopy documents as required;

Deal with referrals to primary and secondary care services via referral booking system;

Action tasks set by clinicians via the clinical systems and email;

Open, stamp and distribute practice post as instructed.

Data Duties

Reviewing medical records of new patients, inputting and summarising medical history.

Registering patients;

Read coding medical data into clinical system and computerised medical record of patient;

Maintain the appointment system and set up associated templates where required;

Take part in performance improvement activities related to call and recalls for patients (i.e. QOF and PMS lists).

General Duties

Be involved in the maintaining and encouraging of adequate security measures e.g., locking doors, setting security alarm where relevant.

As per the rota, ensure that all clinical rooms are stocked appropriately. This should be done twice per day, prior to each morning and afternoon session.

Leave desk tidy at the end of each day.

Maintain the Health and Safety of all staff, patients and visitors.

Comply and familiarise yourself with the Practices policies and procedures.

Carry out any other duties as reasonably requested by the Doctors, Practice Manager or Senior Management Team

Person Specification

Personal Qualities

Essential

• Polite and confident Flexible and cooperative Motivated High level if integrity and loyalty Ability to work under pressure/in stressful situations Effectively able to communicate and understand the needs of the patient Punctual and committed to supporting the team effort Desire to achieve and maintain high standards Show complete reliability in all matters and is honest and trustworthy Possess a real desire to provide a quality service for patients

Qualifications

Essential

• Good standard of general education - Essential GCSE or equivalent in English - Essential GCSE or equivalent in Maths - Essential

Desirable

• L3 Business Administration - Desirable L3 Customer Service - Desirable

Experience

Essential

• Practical experience of working with others Experience of customer service

Desirable

• Experience of using own initiative Practical experience of computerised recording systems Experience of using medical databases Experience of working in a GP practice or a similar setting

Skills

Essential

• Good IT and keyboard skills Communication skills written and oral Clear polite telephone manner Ability to handle situations or potential conflict Ability to work as a team and autonomously Good interpersonal skills Ability to follow procedures and work to deadlines Ability to work quickly and accurately Good time management with ability to work to deadlines Ability to prioritise and manage

Desirable

• Competent use of Microsoft office EMIS

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

Primary Care Knowsley

Address

Cornerways Medical Centre

Woolfall Heath Avenue

Liverpool

L36 3TN

Employer's website

https://www.primarycareknowsley.co.uk/ (Opens in a new tab)