Practice Administrator

Job description

Job responsibilities

Job Description

Job Title: Administrator

Reports to: Administration Manager

Hours: 23 Hours per week

(Tuesday 12:00-18:00, Wednesday 08:00-13:00, Thursday 12:00-18:00 and Friday 11:00-17:00)

Salary: £9.89 per hour (plus NHS Pension)

Job Summary

To undertake a wide range of administration duties and provide administration support to clinicians and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS).

Job Responsibilities

Administration

• To have a thorough knowledge of all practice procedures
• To work in accordance of written protocols
• Process incoming and outgoing mail
• Scanning of patient related documents into patient healthcare records

• Data entry of new and temporary registrations and relevant patient information
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
• Process referrals to external agencies, such as secondary care, including using the electronic referral system (ERS)

• Read code data on Emis Web as required
• Answer incoming calls, transferring calls or dealing with the callers request appropriately
• Manage all administrative queries as necessary
• Carry out system searches as requested
• Maintain a clean, tidy and effective working area at all times
• Enter patient information onto the computer as required
• Ensure practice audits are completed

• Cancelling and rearranging clinics when necessary

Computer

• Have a good knowledge of office programmes i.e. Word and Outlook
• Process patients change of details computer data and medical records (have knowledge of practice area)
• Process tasks efficiently and accurately

Telephone

• Have working knowledge of telephone/bleep system, during and after hours.
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

Other Tasks

• Book appointments and follow ups for patients as required
• Chaperone duties for clinicians
• Complete opening and closing procedures in accordance with the room rota
• Ensure building security have thorough knowledge of doors/windows/alarm
• Support reception staff, providing cover during staff absences, this will include;

o Ensuring an effective and efficient reception service is provided to patients and any other visitors to the practice

o Checking in patients and directing them as appropriate

o Taking requests for prescriptions and change of names and addresses

o Deal with all general enquiries, explain procedures and make new and follow-up appointments

o Using your own judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner

• Undertake any other additional duties appropriate to the post as requested by the Partners or Practice Management.

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

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 recognizes 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 which 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, 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
• Recognise 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 audits where appropriate

Person Specification

Experience

Essential

• - Experience of working in a busy office / administrative environment
• - Proven ability to work as part of a team
• - Very good organisational skills

Desirable

• - Experience of working in a GP/Healthcare environment

Education and Qualifications

Essential

• - Good level of general education to include GCSE English or equivalent
• - Working experience of computer systems

Skills for the job

Essential

• - Ability to work well under pressure
• - Good interpersonal and communication skills
• - Able to work well under pressure

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

Newton Drive Health Centre

Address

Newton Drive

Blackpool

FY3 8NX

Employer's website

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