Administrator/ Reception supervisor

Job description

Job responsibilities

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

Referrals includes the following

Typing letters, reports and associated documentation as required

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

Process referrals using the electronic referral system (ERS)

Send letters or text messages to DNA Patients.

Insurance and Medical Reports etc.

Supporting the GPs with the Medical Reports.

Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

QOF

Recall includes sending text messages to the lists

Run and distribute the list to staff members

Read code data on EMIS Web

Carry out system searches as requested

Organise Meetings (includes Clinical, MDT and HV meetings)

Arrange meeting agendas and record the minutes of meetings

MDT meetings- liaising with multiple agencies to coordinate care for patients (With the help of the clinical lead, GP/practice nurse, co-ordinate the list of residents that will be identified for review in advance, actions recorded and circulated).

Registrations includes the following

New patient registrations duties

GP2GP and deductions (GP Links and the accuracy of the registrations)

GMS3 Forms Download and attach to medical records

PCSE Movement Incoming and outgoing medical records/Not on deduction list.

Summarising

Ordering

clinical items and stationary items

Ordering Vaccinations and emergency drugs

Ordering Oxygen (when needed)

PCSE Order Supplies e.g. Prescriptions, needles etc

IT

Issues reporting and escalating to the support desk

Arranging logins for all staff & locums when required

Set up locums for the clinics when required

FP34 monthly submission

Basic review of all non-clinical staff annual leave cover.

Arrange quarterly Infection Control Audit with the nurse

monthly Payroll (Basic screening to collect and submit the overtime sheets & SL documents to the manager)

Help the reception team in the peak time answering patient incoming calls, transferring calls or dealing with the request appropriately

Manage all administrative queries internally and externally as necessary

First line person for staff queries and patient concerns & queries

Maintain, collect and submit Private Money & Petty Cash monthly sheet to the manager

Maintain a clean, tidy, effective working area at all times

Support all clinical staff with general administrative tasks as requested.

Pathology distribution & Bowel Cancer report coding

Should Complete Emis & Docman inbox & workflow management

Ensure the nurse clinics are booked in

This list is not exhaustive, and the post holder may be asked to complete any other duties as required.

Person Specification

Experience

Essential

• Experience of working with the general practice
• Experience of administrative duties
• Experience of working in a health care setting as a medical secretary

Qualifications

Essential

• Educated to GCSE level or equivalent

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

Clifton Rise Family Practice

Address

Suite-2 Waldron Health Centre

Amersham Vale

London

SE14 6LD

Employer's website

https://www.cliftonrisefamilypractice.co.uk/ (Opens in a new tab)