Job summary
A Medical Administrator in General Practice plays a critical role
in managing the administrative tasks that support a smoothly running clinic.
They handle patient appointments, manage medical records, oversee billing,
liaise with insurance providers, and ensure compliance with healthcare
regulations. Additionally, medical administrators communicate with patients,
offering guidance and support on healthcare processes, while also assisting
doctors and other healthcare professionals by coordinating schedules, preparing
reports, and handling any required documentation.
In this role, strong organisational skills, attention to detail,
and excellent interpersonal abilities are essential. The administrator ensures
that the practice remains efficient, patient-focused, and responsive to the
needs of both the team and the community it serves.
A strong candidate for this role would be someone with a deep commitment to
providing high-quality patient care, an understanding of medical terminology,
and a proactive approach to solving administrative challenges. They should also
demonstrate adaptability, a willingness to continually learn, and a genuine
passion for contributing to the health and well-being of patients. This
individual would be invaluable, not only in optimising workflow but also in
enhancing the overall patient experiencequalities that are essential for
thriving in a dynamic healthcare environment.
Main duties of the job
The main duties of a Medical Administrator in General Practice revolve around
ensuring efficient operations and excellent patient care support. Key
responsibilities include:
Patient Management: Welcoming patients,
scheduling appointments, answering inquiries, and assisting with registration
forms. This also involves maintaining a friendly, professional environment and
addressing patient concerns promptly.
Medical Records: Organising,
updating, and securing patient records, ensuring confidentiality and compliance
with healthcare regulations.
Communication and Coordination: Serving as a liaison
between patients, healthcare providers, and external services. Medical
administrators coordinate between departments and facilitate smooth
communication to improve clinic efficiency.
Compliance and Reporting: Ensuring that the
practice complies with healthcare regulations, including privacy laws (like
HIPAA or GDPR). They prepare reports, assist in audits, and maintain records
required for legal and regulatory compliance.
Office Management: Managing inventory,
ordering medical supplies, and ensuring equipment is functional. They also
handle administrative tasks like organising schedules, managing emails, and
supporting doctors and nurses with various clerical needs.
In summary, a medical administrator supports both operational
efficiency and high-quality patient care, ensuring the practice is
well-organised and responsive to the needs of patients and healthcare staff
alike.
About us
Hulme Hall Medical Group is a well-structured healthcare facility
with a strong and collaborative team dedicated to providing high-quality,
patient-centered care. Serving a patient base of approximately 10,800 individuals, the practice is
well-equipped to handle a diverse range of medical needs, ensuring timely,
efficient, and personalised services. Thepractice is led
by 5 partner GPs who not only provide direct patient care but also
contribute to decision-making and long-term planning. They are highly
experienced, committed to patient well-being, and play a key role in managing
the practices growth and quality of care.Supporting the
partners, three salaried GPs focus on patient consultations, diagnosis, and
treatment. They work with the partners to maintain high clinical standards and
contribute to patient satisfaction and retention.The practice nurses
play a critical role in delivering patient care, from conducting health checks
to managing chronic conditions and providing vaccinations. They support the GPs
and are essential in preventive care and patient education.There is a dedicated, efficient
administrative team that is central to the practices smooth operations.
Job description
Job responsibilities
Medical Administrator: To be responsible for the provision of an efficient, comprehensive Data, secretarial and administrative support service to the Practice. To undertake these duties without direct supervision, working within broad procedural guidelines. To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant. To ensure that complaints which cannot be swiftly resolved to the patients satisfaction be referred to the Practice Management Team. Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality. Promote the values and ethos of the practice included in our mission statement. Key Responsibilities Undertake general and Medical Administrator duties for the Management team as required including: Ensure you are fully operational at your workstation for the start of your shift. Be able to undertake the open and closing down procedures of the Practice. To take messages for GPs from patients and other agencies. To attend all relevant meetings and training sessions as required. To maintain filing administrative systems so that written or computer information is easily accessible and secure. To receive and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with queries. To maintain the computer clinic system in an accurate and secure manner. To provide cover for other team members during periods of sickness and annual leave. To maintain adequate supplies of office and patient stationery in order to perform your duties. Ensure an effective and efficient service is provided to patients and any other visitors to the practice updating the Visit Book and Confidentiality sheets. Scanning and recording all visitor sheets and confidentiality sheets in an auditable manner. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Dealing with patient enquiries and investigation results i.e. Blood tests, and take messages, ensuring accuracy of detail and prompt appropriate delivery i.e. urgent results to on-call Doctor. Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details and refer to on-call Doctor. Action all prescription requests via EPS and non-EPS and ensure that they are ready for collection by the patient within 48 hours. Read code new diagnosis and results. Summarize new patient records from paper records and GP2GP generated records. Check the patients review dates on prescription requests and contact the patient if overdue. Prepare lists for all surgeries and clinics held, for the following day as a backup in the event of computer failure. Inform patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same. Make sure the petty cash float is accurate and appropriate change report to the Practice Management Team monthly to give receipts and cash flow information. Enter patient information on to the computer as required. Familiarize new protocols in order to sign post patients for the best treatment and service for them. Action and record requests for ambulance transportation. Update patient computer records and notes correspondence details. Retrieve record and re-file records as required, e.g. PMA reports, Solicitors request. Record insurance and solicitor notes request in the correct manner (refer to protocol) Ensure that all new patients are registered onto the computer system promptly and accurately. Integrate forms into Emis Web. Scanning via Docman, Emmis web and Microsoft. Provide an efficient audio, copy typing and word processing service for the GPs and Health professionals as required. This includes the typing of letters, reports, patient referrals, minutes of meeting, memorandums etc. with relevant READ coding in an accurate and quality manner. To assist with the gathering of statistics and information required if choose and book. Have the knowledge of third-party information in patients medical notes regarding solicitors request for information. How to send an invoice to a third party via NHS email and post. How to record payments with the correct READ code Regularly check the NHS mail for new emails and action immediately Undertake any other additional duties appropriate as may be requested by the Partners or Management TeamPremises: Open premises at the start of the day when first to arrive, de-activate alarm, switch computers and phones on and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, internal lights and computers are off, and phones are switched over to Out-of-Hours service and the alarm activated. Ensure that Consulting Rooms are prepared for each session, then checked and left tidy and secure afterwards.Working Environment Carry out routine checks to ensure your workstation is clean and tidy at the start and end of your shift. Ensure all equipment in your workstation is operational and up to date and report any issues to your line manager. Ensure that confidential patient information is stored and handled according to protocol and report any concerns to your line manager.Health & Safety Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to your line manager.Confidentiality Ensure patient and Practice information is always kept confidential and secure, in accordance with the Information Security and Confidentiality protocols.Performance/Professional Development To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice. To participate in regular appraisal meetings. To participate in regular team meetings.Equality & Diversity To support the equality, diversity and rights of patients, carers, and colleagues according to Practice protocol.
Job description
Job responsibilities
Medical Administrator: To be responsible for the provision of an efficient, comprehensive Data, secretarial and administrative support service to the Practice. To undertake these duties without direct supervision, working within broad procedural guidelines. To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant. To ensure that complaints which cannot be swiftly resolved to the patients satisfaction be referred to the Practice Management Team. Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality. Promote the values and ethos of the practice included in our mission statement. Key Responsibilities Undertake general and Medical Administrator duties for the Management team as required including: Ensure you are fully operational at your workstation for the start of your shift. Be able to undertake the open and closing down procedures of the Practice. To take messages for GPs from patients and other agencies. To attend all relevant meetings and training sessions as required. To maintain filing administrative systems so that written or computer information is easily accessible and secure. To receive and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with queries. To maintain the computer clinic system in an accurate and secure manner. To provide cover for other team members during periods of sickness and annual leave. To maintain adequate supplies of office and patient stationery in order to perform your duties. Ensure an effective and efficient service is provided to patients and any other visitors to the practice updating the Visit Book and Confidentiality sheets. Scanning and recording all visitor sheets and confidentiality sheets in an auditable manner. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Dealing with patient enquiries and investigation results i.e. Blood tests, and take messages, ensuring accuracy of detail and prompt appropriate delivery i.e. urgent results to on-call Doctor. Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details and refer to on-call Doctor. Action all prescription requests via EPS and non-EPS and ensure that they are ready for collection by the patient within 48 hours. Read code new diagnosis and results. Summarize new patient records from paper records and GP2GP generated records. Check the patients review dates on prescription requests and contact the patient if overdue. Prepare lists for all surgeries and clinics held, for the following day as a backup in the event of computer failure. Inform patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same. Make sure the petty cash float is accurate and appropriate change report to the Practice Management Team monthly to give receipts and cash flow information. Enter patient information on to the computer as required. Familiarize new protocols in order to sign post patients for the best treatment and service for them. Action and record requests for ambulance transportation. Update patient computer records and notes correspondence details. Retrieve record and re-file records as required, e.g. PMA reports, Solicitors request. Record insurance and solicitor notes request in the correct manner (refer to protocol) Ensure that all new patients are registered onto the computer system promptly and accurately. Integrate forms into Emis Web. Scanning via Docman, Emmis web and Microsoft. Provide an efficient audio, copy typing and word processing service for the GPs and Health professionals as required. This includes the typing of letters, reports, patient referrals, minutes of meeting, memorandums etc. with relevant READ coding in an accurate and quality manner. To assist with the gathering of statistics and information required if choose and book. Have the knowledge of third-party information in patients medical notes regarding solicitors request for information. How to send an invoice to a third party via NHS email and post. How to record payments with the correct READ code Regularly check the NHS mail for new emails and action immediately Undertake any other additional duties appropriate as may be requested by the Partners or Management TeamPremises: Open premises at the start of the day when first to arrive, de-activate alarm, switch computers and phones on and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, internal lights and computers are off, and phones are switched over to Out-of-Hours service and the alarm activated. Ensure that Consulting Rooms are prepared for each session, then checked and left tidy and secure afterwards.Working Environment Carry out routine checks to ensure your workstation is clean and tidy at the start and end of your shift. Ensure all equipment in your workstation is operational and up to date and report any issues to your line manager. Ensure that confidential patient information is stored and handled according to protocol and report any concerns to your line manager.Health & Safety Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to your line manager.Confidentiality Ensure patient and Practice information is always kept confidential and secure, in accordance with the Information Security and Confidentiality protocols.Performance/Professional Development To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice. To participate in regular appraisal meetings. To participate in regular team meetings.Equality & Diversity To support the equality, diversity and rights of patients, carers, and colleagues according to Practice protocol.
Person Specification
Knowledge and skills
Essential
- Electronic Health Records (EHR) Proficiency
- IT Skills
Desirable
- Medical Terminology
- Knowledge of Emis
Qualifications
Essential
- GCSE grade A to C in English and Maths
Person Specification
Knowledge and skills
Essential
- Electronic Health Records (EHR) Proficiency
- IT Skills
Desirable
- Medical Terminology
- Knowledge of Emis
Qualifications
Essential
- GCSE grade A to C in English and Maths
Additional information
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
