Business Administrator

Job description

Job responsibilities

Book in, amend and cancel patient appointments in line with practice appointments procedures ensuing optimum efficiency of the appointment system.

Ensure that patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to the appropriate clinician dependent on the patient's medical issues.

Ensure computerised appointment system is up-to-date.

Respond and/or redirect all patient and visitor requests accordingly.

Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.

Registering new patients onto the practice's computer system (EMIS).

Advise patients of relevant charges for private services and the process for payment of these services.

Produce repeat prescription requests according to practice procedures utilising the electronic prescribing system (EPS) and allocate to prescribing clinicians equitably and fairly.

Ensure all correspondence, reports, results etc. are filed electronically into the correct patient record. Read and process all clinical or administrative correspondence using the Docman system ensuring that the appropriate Snowmed code has been used.

Ensure Reception and Waiting areas are kept neat and tidy

Re-stocking of information leaflets as appropriate

Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.

Undertake administration tasks as allocated on a weekly rota organised by Administration Team Manager

Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).

Check the practice and personal emails on a daily basis.

Regularly check tasks in EMIS to check all messages have been actioned.

Participate in relevant internal and external training to maintain a high standard of work and continued lifelong learning.

To maintain good communication with all colleagues and encourage good working relationship with all members of the practice.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

Compliant at all times with GDPR and confidentiality policies

Answer the telephone in a timely manner

To ensure at all times the security of working rooms, patients records etc. Ensure that paper prescriptions are locked away at all times

To ensure strict confidentiality is maintained at all times

To attend and participate in practice meetings, if required to do so.

Assignment of work

The post-holders work assignment is determined by the requirements of the Practice, GP Partners and the Practice Manager

The Administration Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Administration Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative.

The post-holder will participate in an annual appraisal.

The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.

Decisions & judgements

The post-holder is required to use his/her own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:

Establishing and maintaining effective lines of communication with the GPs and Practice Manager.

Communicating clearly and effectively with staff to aid the smooth running of the Practice.

Responding to requests or queries for support as they arise in an appropriate and timely manner.

Prioritising workload and requests for support.

Making the most effective use of resources available.

Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.

Person Specification

Qualifications

Essential

• GSCE A-C in English and Maths would be desirable.
• Experience would be preferred , but full training would be offered to the right candidate.

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

Experience

Essential

• Excellent communication/telephone skills
• Good Literacy and IT skills
• Excellent attention to detail
• A great team player and able to stay calm under pressure
• Well organised and can manage multiple priorities effectively

Desirable

• A great team player and someone able to stay calm under pressure
• Well organised and can manage multiple priorities effectively
• Working with members of the public.

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

Rushall Medical Centre

Address

107 Lichfield Road

Rushall

Walsall

WS4 1HB

Employer's website

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