General Medical Administrator

Job description

Job responsibilities

The following are core responsibilities of a General Medical Administrator covering the Reception and Medical Secretary role, there may be on occasion a requirement to carry out other tasks; this will be dependant on factors such as workload and staffing levels.

Reception Duties:

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service
• Initiating contact with and responding to, requests from patients, team members and external agencies
• support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
• Action incoming emails when necessary
• Photocopy documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patients healthcare records as necessary
• Carry out system searches as requested
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Communicate verbally with patients, other agencies, other members of the Primary and Secondary Healthcare Teams, and practice staff, receiving and relaying messages in a courteous and efficient manner, deciding upon the appropriate course of action.
• Maintain up to date skills and knowledge, and an awareness of patient-led service issues.
• Plan and prioritise office workload, take appropriate steps to manage incoming and outgoing requests according to agreed timescales and deadlines.

Secretarial Duties:

Referrals:

- Accurately process and send referrals via the NHS e-Referral Service (e-RS), ensuring all necessary clinical information is included.

- Monitor and track referral progress and follow up as needed to ensure timely patient care.

Insurance Reports & Subject Access Requests (SARs):

- Complete and return medical reports for insurance companies in line with legal and practice protocols.

- Process Subject Access Requests in accordance with GDPR and data protection regulations.

- Redact confidential third-party or non-relevant information where appropriate.

Clinical Liaison:

- Work closely with GPs, nurses, consultants, and other healthcare professionals to support patient care and documentation needs.

-Act as a point of contact for external providers and respond to administrative queries efficiently.

Administrative Duties:

- Manage incoming and outgoing correspondence, ensuring accurate documentation and prompt responses.

- Maintain patient records and update clinical systems with relevant information.

Confidentiality & Compliance:

- Handle all information with the highest level of confidentiality and professionalism.

-Ensure compliance with data protection, clinical governance, and organisational policies. (GDPR)

Typing & Dictations:

- Type clinical correspondence and documentation from digital dictation, ensuring accuracy, correct formatting, and use of medical terminology.

-Prioritise urgent dictations and ensure timely completion.

Person Specification

Experience

Essential

• Experience of working with the General Public
• Experience of administrative duties

Desirable

• Experience of working within a healthcare setting

Qualifications

Essential

• Educated to GCSE level or Equivalent
• GCSE Mathematics and English grade C or above (or equivalent)

Desirable

• AMSPAR Receptionists Qualification

Skills

Essential

• Excellent communication skills both written and oral
• Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software
• Ability to work as part of a team and autonomously
• Ability to follow policy and procedure
• Problem solving and is able to use initiative

Desirable

• EMIS web awareness

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

Ashfields Primary Care Centre

Address

Middlewich Road

Sandbach

Cheshire

CW11 1EQ

Employer's website

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