Medical Administrator

Job description

Job responsibilities

Job Summary:

The post holder will be responsible for undertaking a wide range of clinical data administrative duties to support the multi-disciplinary team. Duties can include but are not limited to, read coding information into patients clinical records, extracting data from clinical correspondence and adding to patient clinical records, monitoring QoF targets and recall systems, running searches and audits, notes summarising. They will also be responsible for assisting with running routine daily IT queries, IT fault reporting and resolution. The post holder must work as part of a team, have the ability to organise and prioritise their own workload on a day to day basis, and observe strict rules about confidentiality at all times. Working strictly in accordance with specific practice or national guidelines, they must also know the limits of their own capabilities and seek direction from a doctor, supervisor or manager when required.

Clinical Administration:

Accurately input clinical data into patient records

Run patient recall systems

Monitor Quality Outcomes Frames (QoF) and other clinical audits and assist with administration in achieving QoF targets

Assist with searches, recalls and audits for chronic disease management, ensuring that recalls letters / questionnaires are produced and sent out on time

Liaise with administrator to ensure cervical smear recalls are in place as necessary

Run other computer searches as required

Assist with administration of the Pathology Links / Mail

Assist doctors/managers with administration of enhance services and projects

Summarise patient notes accurately and efficiently, in liaison with doctors, and in accordance with the timescale outlined in the GMS2 Contract, ensuring clinical information is added to the EMIS computer system accurately and efficiently

Administer the electronic GP2GP system ensuring patients notes are processed and summarised in a timely manner

Review and extract required data from clinical correspondence and inputting the data and Read Codes into the patients medical record in the EMIS computer system

Ensure, as far as possible, that all data entered complies with the GMS2 Contract

Advise doctors and staff in the correct use of Read Codes, shortcuts and GMS Guidelines and amend entries as appropriate

Enter test / screening results and other clinical information onto the computer system

Transcribe handwritten clinical notes into the computer system

Ensure that all relevant Safeguarding Adults and Child Protection information is entered into the computer system

Process Subject Access Requests and insurances report in line with current GDPR guidance.

Referrals, including ERS systems

Information and Technically management:

Run routine IT checks and IT fault reporting / resolution

Liaise with IT Helpdesk to resolve technical problems

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children and vulnerable adults

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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

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 and revalidation.

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

These duties may be changed from time to time, dependent on the needs of the practice. This will be done in consultation with the employee and, if appropriate, training and instruction will be given.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Desirable

• Experience of working in a GP practice/primary care setting
• Experience of using EMIS software

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

Somerville Medical Centre

Address

69 Gorsey Lane

Wallasey

Merseyside

CH44 4AA

Employer's website

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