Administrator

Watton Medical Practice

The closing date is 27 April 2025

Job summary

We are currently seeking a Medical Administrator to join our team. This is an exciting opportunity for an organised and detail-oriented individual to support the delivery of high-quality patient care through accurate and efficient administrative support.

Key Responsibilities:

Ensure patient records are maintained accurately and up to date
Clinical coding of letters
Registering new patients onto SystmOne
Assigning and processing pathology results
General administrative support to ensure smooth practice operations

What Were Looking For:

Strong attention to detail and excellent organisational skills
Previous experience in a healthcare or administrative role is desirable
Familiarity with clinical coding or willingness to train
Ability to work both independently and as part of a team

Join us and be part of a dedicated team that plays a crucial role in patient care behind the scenes.

Main duties of the job

Key Responsibilities:

Clinical Coding & Records Management

Accurately clinically code data into SystmOne
Review patient correspondence to identify and code relevant clinical information
Summarise new patient notes within an 8-week target timeframe
Scan, file, photocopy and attach documentation to patient records
Enter data accurately into electronic health records

Patient Registration Administration

Process new patient registrations within a 3-working day target
Maintain accurate EDI links
Log incoming new patient notes from NHS mail
Manage FP22 and FP69 requests in line with practice policies
Ensure patients outside the practice boundary are processed appropriately

Pathology Administration

Monitor arrival of pathology results and escalate delays
Distribute results in line with practice protocols
Manage and process results according to internal procedures

General Administrative Support

Support reception and other teams when needed
Input and extract data to support audits and reports
Manage incoming emails, mail, and correspondence promptly
Handle incoming calls professionally, transferring or responding as appropriate
Maintain a clean and efficient work environment
Provide administrative support to clinical staff as required

Team Support

Collaborate with and assist other administrators as needed
Ensure all clinical and administrative documentation is up to date and accurately maintained

About us

Watton Medical Practice is a busy practice in Watton, which offers affordable housing, a vibrant community, and good amenities. It is a growing South Norfolk market town, not far from the coast as well as the city of Norwich.

Our building is modern, purpose-built and spacious which allows us to be able to adapt services for our ever-growing list size. Our clinical team consists of GPs, paramedic, advanced nurse practitioner, practice nurses and healthcare assistant. We are recruiting to grow this team. We enjoy supporting the learning of others including trainee nursing associates, paramedics and physicians associates.

As part of the Breckland Alliance PCN (together with Grove and School Lane Surgeries in Thetford) we have an integrated working model that allows us to deliver care via several joint initiatives. We are part of an innovative and joined up PCN. Our PCN is taking a proactive approach to the integrated care board (ICB) formation and have partners on the local medical committee (LMC).Our latest CQC rating was Good across all categories and we are continuously striving to develop and deliver quality care. The wellbeing of our colleagues is vital to our operational model. We stress the importance of a healthy work life balance and provide support to our team with this including flexible working and staff social gatherings.

Date posted

17 April 2025

Pay scheme

Other

Salary

£12.30 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A4083-25-0002

Job locations

24 Gregor Shanks Way

Watton

Thetford

Norfolk

IP25 6FA

Job description

Job responsibilities

Job Summary

To provide administrative support and services to all members of the practice team and partners.

1. Main Duties / Key Tasks

The following are the core responsibilities of an Administrator. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

1.1. Clinical Coding and Records

1.1.1. Accurately clinically coding data on SystmOne into the patient record.

1.1.2. Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed action.

1.1.3. Ensuring all new patient notes are summarised within the 8 week target time.

1.1.4. Filing and storing records as required.

1.1.5. Photocopying documentation as required.

1.1.6. Scanning patient related documentation and attaching scanned documents to patients healthcare records

1.1.7. Inputting data into patients healthcare records as necessary

1.2. Patient Registration Admin

1.2.1. Ensure all new patient registrations and processed and added to the clinical system within the 3 working day target time.

1.2.2. Ensure the EDI links are kept up to date.

1.2.3. Process new patient notes received in the NHS mail bag and put onto clinical system as received.

1.2.4. Process all FP22 requests in line with the practice policy.

1.2.5. Ensure all patients living outside of the practice boundary are processed in accordance with the FP69 practice policy.

1.3. Pathology

1.3.1. Ensure that all pathology results are arriving in line with scheduled times. Report any issues to the Patient Services Manager.

1.3.2. Ensure all pathology results are distributed in line with practice policy.

1.3.3. Process any pathology results that fall into any of the practice protocols.

1.4. General

1.4.1. Support other teams, including reception, when necessary.

1.4.2. Inputting and extracting data as required to support practice reports.

1.4.3. Actioning all incoming correspondence, emails and mail in a timely manner.

1.4.4. Answering incoming telephone calls, transferring calls or dealing with the callers request appropriately. Carrying out system searches as requested.

1.4.5. Maintaining a clean, tidy, effective working area at all times.

1.4.6. Supporting all clinical staff with general administrative tasks as requested.

1.5. Assist other administrators in relation to their tasks when needed, subject to training and skills.

1.6. Provide administrative support to members of the primary health clinical team ensuring appropriate practice records are kept up to date.

2. Duties Specific to the Post Holder

2.1. Jessica Callaghan

2.1.1. Support the Assistant Practice Manager in ensuring compliance with fire regulations, including but not limited to role of Fire Marshall.

2.1.2. Accurately use the Shared Care TDM database.

2.1.3. Support the Assistant Practice Manager with organising staff activities, in line with the Watton Entertainment Group terms of reference.

2.2. Richard OCallaghan

2.2.1. Support the BA finance time in line with the Finance Assistant role.

2.2.2. Support the Secretary team in line with the Secretarial role.

2.2.3. Support the practice management team with ordering of stationary for the practice, in line with the practice ordering protocol.

2.2.4. Support the Clinical Workforce Manager with on the day IT queries as they arise.

3. Confidentiality

3.1. 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

3.2. 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

3.3. 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.

4. Health and Safety

4.1. 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, to include:

4.1.1. Using personal security systems within the workplace according to practice guidelines

4.1.2. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

4.1.3. Making effective use of training to update knowledge and skills

4.1.4. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

4.1.5. Reporting potential risks identified.

5. Equality and Diversity

5.1. The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

5.1.1. 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

5.1.2. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

5.1.3. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

6. Personal/Professional Development:

6.1. The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

6.1.1. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

6.1.2. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

6.1.3. Attend annual mandatory up-dates on Fire Safety, Resuscitation and Safe Lifting.

7. Quality:

7.1. The post-holder will strive to maintain quality within the practice, and will:

7.1.1. Alert other team members to issues of quality and risk

7.1.2. Assess own performance and take accountability for own actions, either directly or under supervision

7.1.3. 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

7.1.4. Work effectively with individuals in other agencies to meet patients needs

7.1.5. Effectively manage own time, workload and resources.

8. Communication:

8.1. The post-holder should recognize the importance of effective communication within the team and will strive to:

8.1.1. Communicate effectively with other team members

8.1.2. Communicate effectively with patients and carers

8.1.3. Recognize peoples needs for alternative methods of communication and respond accordingly.

9. Contribution to the Implementation of Services:

9.1. The post-holder will:

9.1.1. Apply practice policies, standards and guidance

9.1.2. Discuss with other members of the team how the policies, standards and guidelines will affect own work

9.1.3. Participate in audit where appropriate.

9.1.4. Complete other appropriate work as deemed necessary by the practice.