Job summary
Dronfield Medical Practice (DMP) is looking for an Administrator to join our experienced and friendly team. We pride ourselves on being helpful and accessible, it is therefore fundamental
that applicants like working with people and are patient focused in their
approach. Our administrators are extremely motivated, display high levels of
accuracy and initiative in their work, and are encouraged to be proactive, calm
and consistent.
The role involves processing incoming
mail, documents and insurance reports, scanning, read coding and typing. The
role is not expected to undertake first line phone or reception duties on a regular
basis but applicants who are prepared to do this occasionally, will be desirable.
Main duties of the job
Our practice Administrators
process all incoming documents, both paper and electronic. They scan, read code
and file these following practice workflow processes. They log and process insurance
and other private work and are responsible for typing and completing referrals
made via the choose and book system. In addition, they act as a focal point of
communication between patients, GPs and other administrative and medical staff.
Making and receiving telephone calls to
patients and other stakeholders as necessary.
About us
Dronfield Medical Practice is a forward thinking and well-respected
training practice serving a population of 10250 patients in Northeast Derbyshire.
We are located in purpose-built premises in the centre of Dronfield, close to
Sheffield, Chesterfield, the M1 and the Peak District. We use EMIS clinical
software and are part of the Dronfield and Chesterfield Primary Care Network. You will
be part of a team of 4 Administrators who fulfil the administrative work of the
practice.
The post is full time over five
days – with a half day each week. It is expected that you will be able to
attend the surgery to work. Sadly, this post is not suitable for candidates who
require remote home working. We provide an open and supportive environment
where all staff are comfortable sharing ideas and will be provided with all the
tools and training they need to enjoy working and succeeding.
For those wishing to drive to
work, there is ample free parking available within a minutes’ walk from the
surgery, however the surgery is also served by many local buses from
Chesterfield/Sheffield.
If you require more
specific detail about the role or terms and conditions, please contact Laura
Gummer – Practice Manager on 01246 290143 or email her directly at l.gummer@nhs.net
Job description
Job responsibilities
Dronfield Medical Practice
Administrator- Job Description
Reports To: Lead Administrator/Lead Receptionist, Practice Manager, ultimately the Partners
Location: Dronfield Medical Practice, High Street, Dronfield, S18 1PY
Qualifications and skills
- A good general standard of education
- 5 GCSE grades C and above (or equivalent) preferred
- Keyboard skills and IT skills
- Excellent communication skills
Definition of Role
To process and undertake general practice administration accurately and efficiently.
1.Practice Administration
- Undertake Practice administration including the processing of results, correspondence, notifications and tasks as per Practice Policy.
- Offer general assistance to the practice team, patients and visitors to the practice, either in person or over the telephone
- Undertake various administrative duties which contribute to the smooth running of the Practice, including provision of secretarial and clerical support to clinical and other administrative staff.
- Ensure communication to and from patients, other members the primary health care team and external agencies is processed accurately and within the necessary timescales.
- Receive and direct patients courteously and efficiently so that they can access the appropriate service or healthcare professional without difficulty.
- Taking messages and passing on information.
- Filing and retrieving paperwork. Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures including (but not exhaustive) Read Codes, Recall Letters and Scanning
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
2. Medical Records
- Ensure correspondence, reports, results etc are passed to the appropriate person/filed in correct record/entered on electronic record.
- Ensure utmost accuracy at all times when accessing/entering information into patient electronic record.
- Retrieve or file paper file records as required ensuring an accurate and tidy filing system.
3.Reception Duties
- Ensure efficiency and effectiveness of the appointment system.
- Ensure the agreed practice procedures regarding appointment systems, booking times etc are adhered to and explained to patients accordingly.
- Ensure provision is made for patients requiring `urgent consultation’.
- Ensure that patients are seen by the most appropriate person for their own individual needs eg GP or Practice Nurse.
- Explain the practice arrangements and formal requirements to new patients and those requiring temporary cover. Complete all relevant procedures.
- Respond to all queries and requests for assistance from patients and other visitors.
- Ensure requests for prescriptions are actioned, where possible, within 48 hours.
- Action requests for ambulance transportation and record as per current protocols.
- To provide `holiday cover’ for colleagues as required.
4. Telephone System
- Receive incoming calls in a polite and efficient manner.
- Take accurate and necessary details by phone.
- Divert calls and take messages as required.
- Telephone patients with information as required eg to give results.
- Receive calls from patients regarding results and other medical enquiries.
- To keep the caller informed of action, eg being placed on hold.
5. Management of Appointment Systems
- Ensure total familiarity with all the appointment systems including regular and incidental variations.
- Book computerised appointments and action patient re-calls.
- Monitor the effectiveness of the system and report any problems.
6. Security
- Take steps to ensure the security of the surgery, staff and patients.
- Ensure premises are left secure and safe at the end of the working day.
7. Any other relevant duties as directed
8. Special Requirements of the Post
- An understanding, acceptance and adherence to the need for strict confidentiality, as per the Caldicott Guidelines.
- An ability to use own judgement, resourcefulness and common sense to respond to patient’s enquiries, requests and needs.
- Excellent communication skills.
- A willingness for personal development in line with practice requirements.
The job description will from time to time be reviewed in consultation with the job holder.
Job description
Job responsibilities
Dronfield Medical Practice
Administrator- Job Description
Reports To: Lead Administrator/Lead Receptionist, Practice Manager, ultimately the Partners
Location: Dronfield Medical Practice, High Street, Dronfield, S18 1PY
Qualifications and skills
- A good general standard of education
- 5 GCSE grades C and above (or equivalent) preferred
- Keyboard skills and IT skills
- Excellent communication skills
Definition of Role
To process and undertake general practice administration accurately and efficiently.
1.Practice Administration
- Undertake Practice administration including the processing of results, correspondence, notifications and tasks as per Practice Policy.
- Offer general assistance to the practice team, patients and visitors to the practice, either in person or over the telephone
- Undertake various administrative duties which contribute to the smooth running of the Practice, including provision of secretarial and clerical support to clinical and other administrative staff.
- Ensure communication to and from patients, other members the primary health care team and external agencies is processed accurately and within the necessary timescales.
- Receive and direct patients courteously and efficiently so that they can access the appropriate service or healthcare professional without difficulty.
- Taking messages and passing on information.
- Filing and retrieving paperwork. Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures including (but not exhaustive) Read Codes, Recall Letters and Scanning
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
2. Medical Records
- Ensure correspondence, reports, results etc are passed to the appropriate person/filed in correct record/entered on electronic record.
- Ensure utmost accuracy at all times when accessing/entering information into patient electronic record.
- Retrieve or file paper file records as required ensuring an accurate and tidy filing system.
3.Reception Duties
- Ensure efficiency and effectiveness of the appointment system.
- Ensure the agreed practice procedures regarding appointment systems, booking times etc are adhered to and explained to patients accordingly.
- Ensure provision is made for patients requiring `urgent consultation’.
- Ensure that patients are seen by the most appropriate person for their own individual needs eg GP or Practice Nurse.
- Explain the practice arrangements and formal requirements to new patients and those requiring temporary cover. Complete all relevant procedures.
- Respond to all queries and requests for assistance from patients and other visitors.
- Ensure requests for prescriptions are actioned, where possible, within 48 hours.
- Action requests for ambulance transportation and record as per current protocols.
- To provide `holiday cover’ for colleagues as required.
4. Telephone System
- Receive incoming calls in a polite and efficient manner.
- Take accurate and necessary details by phone.
- Divert calls and take messages as required.
- Telephone patients with information as required eg to give results.
- Receive calls from patients regarding results and other medical enquiries.
- To keep the caller informed of action, eg being placed on hold.
5. Management of Appointment Systems
- Ensure total familiarity with all the appointment systems including regular and incidental variations.
- Book computerised appointments and action patient re-calls.
- Monitor the effectiveness of the system and report any problems.
6. Security
- Take steps to ensure the security of the surgery, staff and patients.
- Ensure premises are left secure and safe at the end of the working day.
7. Any other relevant duties as directed
8. Special Requirements of the Post
- An understanding, acceptance and adherence to the need for strict confidentiality, as per the Caldicott Guidelines.
- An ability to use own judgement, resourcefulness and common sense to respond to patient’s enquiries, requests and needs.
- Excellent communication skills.
- A willingness for personal development in line with practice requirements.
The job description will from time to time be reviewed in consultation with the job holder.
Person Specification
Qualifications
Essential
- 5 GCSEs grade C/5 and above, or equivalent, including Maths and English.
- IT and computer qualification or equivalent workplace experience.
Desirable
- Health/Social Care qualification.
- Customer Service/Business Administration qualification.
Experience
Essential
- Experience in working with members of the public.
- Experience of working in a busy environment.
Desirable
- Previous General Practice reception/administration work.
- Experience of clinical software systems.
Knowledge and skills
Essential
- The ability to sustain an approachable, flexible and caring attitude.
- Excellent communication and interpersonal skills, both written and verbal.
- Ability to work on own initiative and in a team.
- Willingness to develop new skills and undertake training.
- Ability to work accurately and effectively as directed.
Desirable
- An understanding of the demands of work within a surgery environment.
Person Specification
Qualifications
Essential
- 5 GCSEs grade C/5 and above, or equivalent, including Maths and English.
- IT and computer qualification or equivalent workplace experience.
Desirable
- Health/Social Care qualification.
- Customer Service/Business Administration qualification.
Experience
Essential
- Experience in working with members of the public.
- Experience of working in a busy environment.
Desirable
- Previous General Practice reception/administration work.
- Experience of clinical software systems.
Knowledge and skills
Essential
- The ability to sustain an approachable, flexible and caring attitude.
- Excellent communication and interpersonal skills, both written and verbal.
- Ability to work on own initiative and in a team.
- Willingness to develop new skills and undertake training.
- Ability to work accurately and effectively as directed.
Desirable
- An understanding of the demands of work within a surgery environment.
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.
