Administrator (Admin team)

Job description

Job responsibilities

Key Tasks and Responsibilities

The post holders tasks and duties may vary on a day to day basis depending on the needs of the team and the practice.

Under direction from their line manager these may include:

Scanning, Filing and Work flowing

Sort and date stamp all incoming patient-related mail

Scan patient-related documents onto their medical record, using read codes if appropriate, and store the documents in line with practice protocols.

Review letters received directly into the document management system

Add any additional information about the source of the document.

If appropriate workflow the document to the relevant person / user group as the practice protocol dictates.

Identify any documents where urgent action is requested and flag this to the relevant person / department.

Patient notes administration

Accepting new patient records received on the practices clinical system.

For any empty patient records received code them as summarised on the practices clinical system.

Filing of patients notes after they have been summarised.

Deductions administration, including sending patient notes back to the FHSA and making the relevant entries on the practices clinical system

Private medical report administration

Maintaining an efficient system in order to ensure the accurate and timely processing of requests for insurance, DVLA and all other private medical reports.

Tracking and processing reports following practices processes

Retrieving medical records and assisting with the completion of medical/insurance records. To ensure all records have the appropriate consent.

Liaising with patients and third parties either electronically or via telephone with regards private medical reports

Processing of reports via the iGPR system

Blood result management

Reallocate blood results for clinicians not at work to other clinicians as per the practice protocols

Track blood result allocation as per current practice protocol

Check the unmatched section of blood results and process appropriately

This is not an exhaustive list and you may be expected to undertake additional duties, which you might reasonably be expected to undertake, and which are within your level of skill / competence, when required.

General Tasks

Carry out general medical administration tasks following instruction from the Senior Manager, Assistant Manager or team leads

• Liaison with external agencies as required.
• Provide general assistance to clinical staff and promptly act on any instructions from the doctors.
• Participation in relevant training and development proceedings and attend Protected Learning Time events. Note these may be outside your normal working hours.
• Maintain complete confidentiality in relation to all patients, staff and the Practices business.
• Other appropriate duties as directed by the Partners, Senior Management team or their representatives.
• Monitor personal development to ensure a first-class service is delivered to the Practice and its patients.

• Adhere to all Laws, regulations and other regulatory guidance as well as the Practices Policies and Procedures (including Financial, Personnel and Health and Safety) in place.
• This job description is not exhaustive and may be amended periodically after review and consultation.

Person Specification

Experience

Essential

• Previous Administration experience is essential.
• Strong communication skills.
• Ability to work under pressure and Multitask.
• Excellent attention to detail.

Desirable

• Experience in health care and/or in a GP surgery would be desirable but not essential as training will be given.

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

Aspen Medical Practice

Address

Horton Road

Gloucester

GL1 3PX

Employer's website

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