Job responsibilities
JOB DESCRIPTION
JOB TITLE: MEDICAL ADMINISTRATOR / SUMMARISER
REPORTS TO: PRACTICE MANAGEMENT TEAM / ADMIN LEAD
HOURS: FULL TIME - 30 Hours
Job Summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
Job Responsibilities:
1. 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. Divert them as appropriate, and/or take and pass on messages.
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.
Ensure up to date patient information is recorded.
Deal with requests and completed medical reports from insurance companies and solicitors in line with new GDPR guidelines.
Keeping tidy the workspace and waiting area.
Each evening, perform the lockdown procedure, set alarms and lock premises.
2. Clerical Duties
Ensure that repeat prescriptions are done accurately and efficiently following protocol.
Deal with GP Links including the registration, amendment and deduction of patients records.
Monitor incoming electronic test results to ensure prompt review by clinicians.
Open, stamp and distribute practice post as instructed following our Workflow Protocol
File electronic scanned documents into computerised record i.e. medical documents, hospital reports and letters as necessary.
Retrieve paper notes from storage unit as requested.
Photocopy documents as required.
Typing clinical and non-clinical letters.
Deal with referrals to primary and secondary care.
Action tasks set by clinicians via the clinical systems and email.
Health Promotion screening record actions via electronic system and follow up any DNAs.
3. Data Duties
Reviewing medical records of new patients, inputting and summarising medical history.
Read coding medical data into clinical system and computerised medical record of patient.
Set up and run clinical searches
To provide and maintain information required for public health targets. This will include data checking and liaising with the clinical team to improve performance.
Take part in practice performance related to recalls for patients. This will include maintaining an up to date register and working on improvement.
4. General Duties
Be involved generally in the maintaining and encouraging of adequate security measures e.g. locking doors, setting security alarm where relevant.
Leave desk tidy at the end of each day.
Maintain the Health and Safety of all staff, patients and visitors.
Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity with the agreement of the Practice Manager.
Comply and familiarise yourself with the Practices policies and procedures.
Carry out any other duties as reasonably requested by the Clinicians or Practice Management Team.
PLEASE NOTE: This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post holder commensurate with the position. The responsibilities may be amended, after discussion with the post holder, to take into account the development of both the post and the practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the effective running of the practice.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the 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
- Reporting potential risks identified.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises 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.
- To raise any Safeguarding concerns you may have relating to any patient to our Safeguarding Leads / Deputies.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- 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:
The post-holder will strive to maintain quality within the practice, and will:
- 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:
The post-holder should recognise the importance of effective communication within the team and will 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.
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate.