Administrator

Job description

Job responsibilities

You will be responsible for administrative functions including but not limited to:

• Ensuring that clinical data regarding admissions, diagnoses, results and medical procedures is scanned and coded to patient records, ensuring accuracy, completeness and timeliness at all times.
• Ensuring newly registered patients' records are summarised and coded following the practices guidelines.
• Ensuring that any actions identified from incoming documents are forwarded to the appropriate clinician.
• Scanning patient-related correspondence into SystmOne following the practices guidelines.
• Creating, sending and tracking referrals and other correspondence as requested by clinicians ensuring they are completed within agreed timeframes and that they are actioned by the third party provider. This may involve audio-typing.
• Typing of all medical correspondence from the GPs to hospital consultants, outside agencies and other bodies. This may involve audio-typing.
• Sorting and date stamping all incoming patient-related mail and adding additional information about the source of the document.
• Ensuring patient recall systems are maintained, that all recalls are sent in a timely manner and any patients who have not responded or who are overdue are followed-up in line with practice guidelines.
• Ensuring that all baby checks are booked and followed-up in line with practice guidelines, liaising with health visitors over non-responders.
• Completing tasks sent electronically or in person.
• Booking appointments for patients as required, including appointments with third party providers using the e-referral system.
• Dealing with internal or external queries, forwarding them when necessary to the appropriate department.
• Preparing medical reports and generating letters relating to the management of patient care or as requested by third parties or patients.
• Ensuring all fees relating to private work are logged and received before issuing medical reports or letters.
• Dealing appropriately with requests to access patient records.
• Acting on test results and conveying accurate messages to patients as directed by clinical staff.
• Assisting the clinical teams with practice audits as required.
• Scheduling meetings and minute taking.
• Collecting and preparing statistical data as requested.
• Preparing and submitting claims to third parties for work done.
• General administration duties such as filing, photocopying and stationery orders
• Preparing and sending monthly PPA claims.
• Dealing with EDI links and patient registrations/deductions.
• Supporting other teams within the organisation at peak periods, eg reception or the care co-ordinators

Person Specification

Experience

Essential

• Experience of working directly with members of the public in a busy public sector environment
• Experience of working in a busy administration function/team

Desirable

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

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Qualified to NVQ level 3

Knowledge and Skills

Essential

• Accurate keyboard skills
• Good interpersonal and communication skills
• Ability to use a variety of computer programs, including Microsoft Word

Desirable

• Knowledge of medical terminology
• Knowledge of SystmOne
• Knowledge of e-referrals

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

Scartho Medical Centre

Address

Springfield Road

Grimsby

DN33 3JF

Employer's website

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