Practice Administrator

Job responsibilities

As part of the Admin Team in the practice, your main role of Practice Administrator will be to process clinical correspondence safely, ensuring that relevant entries are accurately coded in the patient electronic health record. You will ensure you pass appropriate matters to GPs and other members of the practice clinical team in line with agreed clinical protocols.

Duties to include:

Processing, scanning and screening all incoming medical letters (both paper and electronic) and attaching to patients records.

Recording diagnoses, procedures, and investigations, identifying any urgency, actions and forwarding to suitable teams.

Identifying complex or high-risk areas that require contribution or knowledge from the team leader or clinical team.

Organising the medical record of the patients you are coding, merging, linking problem titles.

Other Duties & Responsibilities of the Post:

Recording results for national screening programmes using data entry templates, including breast screening, cervical screening, bowel screening, diabetic eye screening and AAA screening.

Administration related to practice patient recall systems.

Requesting pathology investigations on the electronic system.

Processing patient review documents and questionnaires as per practice protocol.

Supporting achievement of clinical performance targets.

Administrative tasks relating to clinical services, including national screening programmes, maternity, vaccinations, and immunisations.

Processing incoming safeguarding information from a range of different agencies, ensuring clinical records are kept up to date.

General administrative duties to support the practice operation as required.

Management of the practice email account mailboxes.

Other:

Be aware of government guidelines in relation to confidentiality, data security and information governance.

Actively take part in mandatory, internal and external training as requested.

Adhere to and follow all policies and protocols as listed in the Staff Handbook and contract.

Follow all Practice Health and Safety guidelines and policies and inform the H&S lead of any infringements.

Adhere to The Adam Practice values.

Experience

Essential

• Experience of a varied administrative workload, in a customer-focused environment.
• IT literate including Microsoft Office.
• Strong interpersonal skills and ability to communicate effectively with patients, staff and clinicians .
• Ability to prioritise workload effectively both individually and within a team.

Desirable

• Experience of working in the NHS, and ideally General Practice.
• Experience using TPP SystmOne clinical system and experience using SNOWMED clinical terms
• Facilitation and negotiation skills, getting the best out of other people and situations.

Qualifications

Essential

• Educated to GCSE standard.
• A commitment to continuing personal and professional development.

Desirable

• Educated to A level standard or above.
• Recognised administrative qualification(s).

Mobility

Essential

• Ability to travel between all Practice sites when required.

Skills & Attributes

Essential

• Excellent communicator
• Open-minded and positive
• Problem solver
• Self motivated.
• Team member.
• Work using own initiative.

Behaviours in line with The Adam Practice values

Essential

• Excellent communication (to cement relationships, keep people informed and reduce errors)
• Consistent collaborative working. (by working together we can have a greater learning and sharing of knowledge, resource and expertise)
• Effective decision making (a person must be able to consider the outcome and impact of options, based on all these items they must then determine which option is the best for that particular situation)
• Taking responsibility (ownership for the quality of the performance delivered, whether in individual areas of work or as a team or whole practice. It is each person's own responsibility for the quality of performance in their role)
• Self-development (there should be an enthusiasm and responsibility to develop self and others through knowledge, skill and behaviours that add value to the patient experience and performance of the practice)
• Excellent leadership and management ensure all employees have clear direction, know what is expected of them, are supported and valued, are confident in delivering the best quality service.