Business Support Administrator

Job description

Job responsibilities

Winterton Medical Practice

Job Description

Job Title: Business Support Administrator

Purpose of the Post: Provide administrative support to the Practice Manager, Assistant Practice Manager & Senior Administrator

Main Duties and Responsibilities

Support the work of the Practice Manager, Assistant Practice Manager & Senior

Administrator in administrative, policy and service development

Assist the Practice Manager in the day to day running of the practice undertaking duties as necessary

Assist the practice manager with contractual changes, implementing new services, communication with staff and writing/introducing protocols. Maintain knowledge and understanding of procedures, protocols and functions and ensure these are being adhered to.

Be fully competent with the practice clinical system and be able to input and extract data at a high level. Support the Reception Administrator in troubleshooting day to day problems with IT Systems

Sourcing, extracting and presentation of data as required for the needs of the business. Undertaking audits and presenting findings.

Surgical Unit

· Add theatre patients to computer system, organise and send out appointments and liaise with patients to support the senior administrator in the running of the surgical unit

· Organise Covid19 swabbing for surgical patients where required

· Deal with day-to-day enquiries from surgical unit patients in the senior administrator’s absence

· Maintain waiting list for minor operations and organise appointments

· Check Covid Swab Results ahead of planned surgery

· Organise DNA letters to patients

· Organise letters to patients GPs (eg. DNA/Further info etc.)

· Update all information sheets as required which is given to patients and any typing required for the theatre.

· Send copies of op notes to patients own GP’s and scan onto records (in Reception Administrator absence)

General Administration / Enhanced Services

· Search and invite patients overdue for their cervical smear. Monitor receipt of smear results from the lab.

· Identify patients with subtotal hysterectomy and query need for smear recall/end recalls

· Download data from 24-hour BP machines and handheld ECG and scan onto patient records in the absence of the Reception Administrator

· Assist the senior administrator with the management of the annual flu clinics / covid vaccination campaigns

· Allocate named GP to patients aged 75 years and older

· Elderly Care – organise and monitor annual health checks for patients aged 75 years and older.

· Process requests from patients who request registration outside the practice area

· Shingles – invite patients falling due for their shingles vaccination

· Identify patients who are pregnant and invite for Whooping Cough vaccination

· Update residential institute status for patients residing in a care home

· Monitor patients recording of their DRUM status

· Monitor patients with an annual IUD recall and update where needed

· Check practice capitation register against central figures held by NHSE – Quarterly

· Assist in the management of requests for patients’ medical records

Communications Lead

· Update the practice newsletter / patient newsletter periodically and communicate information to patients via the practice Facebook page, website, SMS and TV Screens

· Oversee the practice website to ensure this remains current and is regularly reviewed

Quality and Outcomes Framework

· Monitor the disease registers on a monthly basis and organise work to ensure improvement of achievement where needed

· Weekly monitoring reports to be done for areas that need completion in short timelines

· Learning disabilities – invite patients for their annual health check

· Monitor CKD register to ensure it remains current

· Run dementia toolkit to identify patients for the dementia register

· Produce monthly spreadsheet of recent QOF figures for clinicians

Research

· Offer administration support to the practice research nurses to maximise recruitment opportunities in the practice

· Organise invoices for research related projects

· Maintain “Good Clinical Practice” training status to provide research support (training organised by the practice)

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Person Specification

English Language

Essential

• Fluency in written / spoken English

Qualifications

Essential

• Good level or IT experience / Knowledge.
• GCSE (or equivalent) Mathematics and English Grade C or above

Desirable

• Use of Excel and Word to an advanced level

Experience

Essential

• At least 2 years experience in a high-level administrative role with particular focus on supporting and managing implementation of new services.
• Skills and Experience in data management specifically presenting/sharing information/data with the management team.
• Experience in writing and implementation of protocols to ensure services are delivered efficiently and effectively.
• Ability to work in a busy environment and prioritise work effectively. Ability to work to deadlines.

Desirable

• Experience of working in Primary Care.
• Expert in using the SystmOne Patient Records System with the ability to run complex searches (training will be given where necessary).

Employer details

Employer name

Winterton Medical Practice

Address

Manlake Avenue

Winterton

Scunthorpe

DN15 9TA

Employer's website

https://www.wintertonmedicalpractice.nhs.uk (Opens in a new tab)