Hetherington Group Practice

Practice Administrator

This job is now closed

Job summary

We are recruiting for a Practice Administrator, to manage our registrations and patient records.

We are based on the Brixton/Clapham border in purpose built premises.

We are a larger supportive team, consisting of GP's, Nurses, Clinical Pharmacist, Management team, Receptionists, Administrators and Care Coordinators.

Main duties of the job

The main duties of this role is to be responsible for all aspects of registrations and patient records.

We are fully digital for online registrations and registration workflow, the successful candidate will need have experience of EMIS Web and managing registrations.

About us

We are large multi disciplinary team, we have a good team ethos of working and supporting each other. The post holder will be managed by the Assistant Practice Manager and will have a detailed induction and regular review meetings.

The Partnership are London Living Wage employers and all staff are automatically opted into the NHS Pension Scheme- they can opt out if they wish to do so.

Date posted

07 April 2025

Pay scheme

Other

Salary

£13.85 an hour

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

A1743-25-0002

Job locations

18 Hetherington Road

London

SW4 7NU

Job description

Job responsibilities

JOB TITLE: Practice Administrator- One Year Fixed Term Contract

WORKING PATTERN: 20 Hours per week Monday Friday 4 hours per day to be worked between 9am-6.30pm

RESPONSIBLE TO: Assistant Practice Manager

The primary role of the practice administrator is to manage the practices registrations processes including online registrations, maintaining the registration work flow and ensure that patients clinical records are maintained. Respond to queries from Primary Care Support England and from patients efficiently.

It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the practice and changes in how services are provided. The Partners reserve the right to redistribute duties and functions among members of staff from time to time and requests for such changes shall not be reasonably refused.

Duties and Responsibilities

New Patient Registrations.

Ensure all paper registrations are fully completed, contacting patients where information is missing and are added to the clinical system within a specified time frame.

Manage and maintain Health Tec 1- Online registrations- portal, ensuring all queries are actioned promptly.

For paper registrations, ensure all details from the NPM Questionnaire are added to the clinical system including Patient Profiling and appropriate accurx messages are sent in relation to HIV testing & other target related information

Actioning Personal Demographics Services for the NHS Spine.

Ensure all childhood immunisation details are received and passed onto the Childhood Immunisation Care Co- Ordinator for processing.

Maintain System for Registration and Deduction of Patients- Registration Workflow

Process the daily amendments and deductions from PCSE via Registration workflow.

Managing the out of area registrations in line with practice protocol.

Process Change of Addresses and contacting patients and where appropriate deductions

Processing change of name and gender in line with the practice policy, ensuring correct official documentation is present.

Managing practice deductions for patients that are being removed from the practice list.

Responsible for the maintaining and processing of the registration work flow with the exception of medication and areas covered by Healthtec1.

Managing the FP69 process, contacting patients to confirm address and updating the clinical system accordingly.

Liaise with PCSE- Primary Care Support England- and other practices on any queries regarding patient records

Action all emails from PCSE in relation to and not exhaustive, duplicate patients/NHS Numbers and adoption.

Communicate as necessary with PCSE.

Maintenance of Lloyd George Records

Match medical records- paper when received at practice- and update receipt via Registration Workflow and pass on for note summarising.

Process Medical Records or digital notifications to new practices to be returned to PCSE ensuring all bagged and labelled on a weekly basis.

Other Duties:

Provide support to the reception team as required to ensure adequate reception telephone cover.
Provide support as required and instructed by the Assistant Practice Manager to the administrator responsible for medical reports & SARS requests

Education

Attend practice meetings.

Attend suitable educational courses outside the practice.

Attend training sessions within the practice.

Complete mandatory Practice Index modules as required

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 and free from hazards
Actively reporting of 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.

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, with 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
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 recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize 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

This job description will be reviewed at your regular staff appraisal.

It is the policy of Hetherington Group Practice that no job applicant or employee shall receive less favourable treatment than another on the grounds of sex, marital status, age, disability, race, religion, creed, colour, national origin or sexual orientation.

This post is exempt from the Rehabilitation of Offenders Act 1974. You must therefore disclose all spent and unspent convictions, cautions, reprimands and final warnings. If you are offered the post we will need to obtain a satisfactory DBS disclosure for you.