Job summary
***Please note, this role is for Silverdale Medical Practice and NOT Greater Manchester Shared Services***
We are looking for a highly motivated individual to join our team working in all aspects of the non-clinical working environment of General Practice.
You will have strong communication and care navigation skills, experience of supervision and motivating a team. Have the ability to work on your own initiative and manage staff rotas. Supervise staff in customer service, online activity and performance in the workplace.
An individual with excellent IT skills, experience of EMIS is an advantage, working on various key performance indicators within a team environment.
Ability to work in a fast-moving environment where attention to detail and excellent customer services is your priority.
General Practice is an ever-changing environment, and you will be comfortable with change and help implement any changes successfully.
Main duties of the job
The main part of your role will be to
undertake administrative work, such a book appointments, process repeat
prescriptions, type referrals and process via the electronic referral system,
scan and read-code in-coming correspondence, disseminate correspondence and
laboratory results to the relevant clinicians, deal with patient queries both
on the telephone and at the reception desk.
Part of your duties will be to supervise the administration team
ensuring work is completed within agreed timescales, ensuring the team are high
performing. This will involve monitoring
telephone statistics, listening to calls and auditing productivity.
Please see Job Description attached.
About us
We are a 4 partner Practice in
Pendlebury, Swinton with a large multi-disciplinary team to support our
partners and our 12,500 registered patients.
We are a friendly team who want the best
for our patients and despite high work loads try to deliver a good experience to
our patient population. We have a high staff retention rate and offer our staff
annual cost of living rises in April as standard. We are a real living wage employer.
Annual leave starts at 25 days a year
plus bank holidays.
Every month our staff vote for their
“employee of the month” and that member of staff is rewarded with gift
vouchers.
We also have an employee assistance
scheme which offers various benefits to our staff members.
Free parking available outside the Health
Centre.
This vacancy would
suit someone already working in General Practice who feels ready to progress to
a more senior role within a practice which includes staff supervision.
Job description
Job responsibilities
The following
are the core responsibilities of the medical 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:
a.
Processing
incoming and outgoing mail
b.
Photocopy
documentation as required
c.
Action
all incoming emails and online requests.
d.
Process
correspondence as requested
e.
Data
entry of new and temporary registrations and relevant patient information
f.
Scanning
of patient related documentation and attaching scanned documents to patient’s
healthcare records
g.
Process
referrals to external agencies such as secondary care
h.
Input
data into the patient’s healthcare records as necessary
i.
Action
GP2GP tasks
j.
Process
referrals using the electronic referral system (ERS)
k.
Process
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms
l.
Process
incoming e-test results, ensuring they are referred to the relevant clinician
m.
Read
code data on EMIS Clinical System.
n.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
o.
Manage
all administrative queries as necessary
p.
Maintain
a clean, tidy, effective working area at all times
q.
Support
all clinical staff with general administrative tasks as requested
r.
Process
all DNA letters in accordance with current protocol
s.
Produce
meeting agendas and record the minutes of meetings
t.
Book
appointments
u.
Complete
opening and closing procedures in accordance with the duty rota
v.
As
required support the pharmacists in the management of repeat prescriptions,
ensuring they are processed accurately and efficiently
The following are additional responsibilities
of the medical 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:
a.
Supervise
the reception team, ensuring the smooth running of reception.
b.
Additional
computer – data entry responsibilities.
c.
Areas
of responsibility within the practice with QOF and Salford Standard, working
with clinician to achieve indicators.
d.
Partake
in audit as directed by the audit lead
e.
Carry
out system searches – audit as
requested
Job description
Job responsibilities
The following
are the core responsibilities of the medical 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:
a.
Processing
incoming and outgoing mail
b.
Photocopy
documentation as required
c.
Action
all incoming emails and online requests.
d.
Process
correspondence as requested
e.
Data
entry of new and temporary registrations and relevant patient information
f.
Scanning
of patient related documentation and attaching scanned documents to patient’s
healthcare records
g.
Process
referrals to external agencies such as secondary care
h.
Input
data into the patient’s healthcare records as necessary
i.
Action
GP2GP tasks
j.
Process
referrals using the electronic referral system (ERS)
k.
Process
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms
l.
Process
incoming e-test results, ensuring they are referred to the relevant clinician
m.
Read
code data on EMIS Clinical System.
n.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
o.
Manage
all administrative queries as necessary
p.
Maintain
a clean, tidy, effective working area at all times
q.
Support
all clinical staff with general administrative tasks as requested
r.
Process
all DNA letters in accordance with current protocol
s.
Produce
meeting agendas and record the minutes of meetings
t.
Book
appointments
u.
Complete
opening and closing procedures in accordance with the duty rota
v.
As
required support the pharmacists in the management of repeat prescriptions,
ensuring they are processed accurately and efficiently
The following are additional responsibilities
of the medical 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:
a.
Supervise
the reception team, ensuring the smooth running of reception.
b.
Additional
computer – data entry responsibilities.
c.
Areas
of responsibility within the practice with QOF and Salford Standard, working
with clinician to achieve indicators.
d.
Partake
in audit as directed by the audit lead
e.
Carry
out system searches – audit as
requested
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS / Informatica and Docman
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS / Informatica and Docman
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
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.