Administrator

Job description

Job responsibilities

Role duties

Document Management and Data Entry:

Scanning and Coding: Accurately scan and code medical documents into the practices electronic health record, ensuring data is entered correctly and is easily accessible.

Medical Records Management: Manage and organise medical records to maintain confidentiality and ease of access. Respond to requests for medical reports from patients, healthcare providers, and legal entities, ensuring compliance with data protection laws.

Report Handling and Support:

Clinical Report Generation: Run clinical reports for healthcare providers to assist in patient management and treatment planning. Ensure that reports are accurate and delivered in a timely manner.

Administrative Support: Assist other administrative staff with tasks such as filing, photocopying, and preparing documentation, contributing to the overall efficiency of the office operations.

Reports: Managing and processing medical reports, SARS and other reports as required.

Communication and Coordination:

Appointment Scheduling: Manage patient appointments using the practices scheduling system. Coordinate with healthcare providers to ensure appointments are timely and do not overlap.

Quality Control and Compliance:

Data Quality Assurance: Regularly check the accuracy and completeness of data entered into the practices systems. Identify and correct inconsistencies or errors in medical records.

Compliance Adherence: Assist in ensuring that all administrative practices adhere to healthcare regulations and legal requirements. Participate in audits and compliance reviews as required.

Team Collaboration:

Supportive Team Member: Provide support to all team members, including healthcare providers and administrative staff, to enhance collaboration and efficiency within the practice.

Secretarial Support

You will be expected to also support with secretarial duties such as referrals dictated by the clinician, referral rejections, advice and guidance letters, minute staking for meetings.

Continuous Improvement:

Process Improvement: Actively participate in the development and implementation of office procedures that aim to streamline administrative processes and improve patient care services.

Training and Development: Engage in ongoing training to improve skills in medical software, data management, and patient coordination. Support the training of new staff members on office systems and procedures.

Miscellaneous

eConsultations: Process eConsultations received if required.

Any other administrative work as required.

Miscellaneous:

The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role

Person Specification

Experience

Essential

• Experience in a receptionist or customer service role, preferably in a healthcare setting Experience with medical terminology and understanding basic healthcare operations

Qualifications

Essential

• GCSE grade 4 - 9 (A to C) in English & Maths

Desirable

• NVQ Level 2 in Health & Social Care

Skills / Competencies

Essential

• Excellent communication skills (written / oral) - Strong IT skills - Clear, polite telephone manner - Competency in MS Office and Outlook - Effective time management - Accuracy and attention to detail - Ability to follow policy and procedure - Flexibility to work outside of core hours, including Saturdays as part of a shared rota when required

Desirable

• SystmOne clinical software user skills - Ability to work autonomously and with a team - Problem-solving, initiative and analytical skills

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

Fuller and Forbes Partnership

Address

Mayflower Medical Group

Stirling Road

Plymouth

PL5 1PL

Employer's website

http://bramleyonline.co.uk/ (Opens in a new tab)