Administrator

Job description

Job responsibilities

The duties and responsibilities to be undertaken by the Administrator may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the partners or practice manager dependant on current and evolving practice workload and staff levels.

Provide a secretarial service to the Partners, GPs & Practice Manager typing/audio typing of letters, minutes and referrals within required timescales.

Typing of referral letters and use of Choose & Book system to ensure patients are allocated appointments as per GP instruction.

Scan and attach post, to the practice electronic information system DOCMAN and to patients notes.

Coding of clinical letters according to the practice protocol.

Process all incoming electronic forms of patient communication and information, i.e. electronic discharge summaries, WMAS, OOH, Pathology, generic surgery e-mail containing patient specific information.

Triage 111 and OOH reports - code and pass to clinicians

Triage DOCMAN letters - code diagnosis/treatment/procedures and distribute as appropriate

Keep up to date with local pathways for referrals and use appropriate referral tools.

Maintain smooth running of e-referral data, A&G, rejected referrals, 2WW etc.

Audits - weekly audit of 2WW referrals and ad hoc requests for referral audits.

Application of referral Read codes to enable effective searching.

Maintain/import referral forms/practice documents within EMIS templates.

Maintenance of the Referral Log

Monitoring progress of notes summarising against practice targets.

Training of staff in the practice process of referrals

Implementing new procedures relating to own area of work and ensuring that other staff members are informed of any important changes in practice policy.

Liaising with patients and other agencies including the ICB & NHS England, Solicitors, Consultants secretaries

Liaise with external software suppliers/equipment suppliers (e.g. EMIS, Docman, Lexacom, iGPR, Envisage,)

Processing of external requests for copy records and medical reports via post and iGPR, (e.g. from insurance companies, solicitors, DVLA etc)

Maintain database of reports and invoices

Control patient access to online medical records

Organise and maintain the practice electronic and paper filing structure

Any other general administrative tasks as deemed appropriate to the post as requested by the Partners or Practice Manager.

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE or equivalent in English & Mathematics

Desirable

• NVQ in Customer Service

Experience

Essential

• Minimum 1 year experience in administration/working with the public

Desirable

• Experience of working in healthcare setting
• Knowledge of EMIS & DOCMAN systems

Skills and qualities

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Ability to work as a team member and autonomously
• An awareness and understanding of the need for strict confidentiality
• Time management and the ability to work to deadlines
• Ability to work under pressure in a changing environment
• Flexibility of working hours
• Excellent work references

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

Orchard Surgery

Address

Orchard Surgery

Knypersley Road

Stoke-on-trent

ST6 8HY

Employer's website

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