Administrator
Job Description
Job summary
We are currently looking to recruit for the position of Medical Assistant. We are keen to recruit individuals who are enthusiastic and passionate to provide excellent care to our patients. The successful candidate will be the main point of contact for our patients and will maintain confidentiality and professionalism at all times.
Main duties of the job
You will need to have excellent interpersonal skills and understand the importance of good customer service. You will be required to work efficiently within a rapidly changing environment. We are seeking to recruit TWO (2) part-time staffs. The post will offer 20-25 hours a week, within our core working hours (08:00 18:30). Flexibility to cover holidays and sickness will be essential, as required.
About us
We are a friendly practice in Newham with a list size of almost 10,000 patients. Our clinical team consists of 2 GP partners, salaried GPs, ANPs, HCA, clinical pharmacists, and social prescribers. The clinical team is closely supported by management along with Administrative team
We use Emis Web as our clinical system.
We look forward to welcoming you to our team.
Job responsibilities
Primary duties:
a. Distribute incoming and outgoing mail.
b. Filing, storing and photocopying records as required.
c. Processing registrations, temporary registrations, and de-registrations as per practice protocol and actioning all GP2GP tasks.
d. Scanning of patient related documentation to patients healthcare records.
e. Inputting data into the patients healthcare records as necessary.
f. Distributing incoming e-test results, ensuring they are referred to the relevant clinician.
g. Answering incoming phone calls for appointments and other queries appropriately, by transferring calls, handling the callers request, or signposting to correct services as necessary.
h. Managing administrative queries from patients as necessary and supporting all clinical staff with general administrative tasks as requested.
i. Effectively managing DNAs and referring repeat offenders to the Practice Manager where appropriate.
j. Maintaining and monitoring the practice appointment system.
k. Initiating contact with and responding to, requests from patients, team members and external agencies.
l. Directing requests for information i.e. SAR, insurance/solicitors letters and DVLA forms to the secretaries.
m. Monitoring and maintaining the reception area and notice boards, ensure a clean, tidy, effective working area at all times.
n. Providing support to GPs by taking baseline observations such as pulse oximetry, blood pressure, temperature, pulse rate, weight and height (BMI checks), and recording all findings accurately prior to the patient seeing the GP.
o. Act as a chaperone as required.
p. Supporting the practice nurses in delivering health promotion programmes.
q. Ensuring repeat prescriptions are processed accurately and efficiently.
r. Ensuring, with input from the management team, the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms.
s. Supporting the management team in the compilation of practice reports as required.
t. Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events.
u. Carry out searches as requested to assist the nursing and management teams to reach QOF targets.
v. Effective conflict resolution and communication skills to manage challenging situations.
Secondary duties:
a. Partake in audit as directed by the audit lead.
b. Providing cover and support during periods of staff absence.
c. Maintain and participate in the receptionist rota for lunch and other cover.
d. Support the Practice Manager in producing and maintaining the duty rota, completing opening and closing procedures in accordance with the practice policy.
e. Support the Practice Manager with Patient Participation Group related matters such as organising meetings, taking minutes, etc.
f. Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room.
g. Support the Practice Manager in the reviewing and updating of the Practice Information Leaflet (PIL).
h. Supporting the overall practice clinical governance framework, submitting reports for OQF, enhanced services, PPA claims, and other reporting requirements using CQRS/Open Exeter etc.
i. Monitor and promote the use of the Friends and Family Test.
j. Participate in local initiatives to enhance service delivery and patient care.
k. Support and participate in shared learning within the practice.
l. Represent the practice locally as required.
Person Specification
Qualifications
Essential
- Degree level equivalent standard of education with excellent literacy and numeracy skills
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting
- NHS/Primary Care General Practice experience
- Knowledge of medical terminology
Desirable
- Experience of workforce planning
- Relevant health and safety experience
Skills
Essential
- Excellent communication and customer service skills (written, oral and presenting)
- Strong IT skills (generic)
- Leadership skills
- Strategic thinker
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Problem-solving & analytical skills
- Ability to motivate and train other staff
Desirable
- Experience of EMIS
- Ability to develop, implement and embed policy and procedure
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate peers, enhance morale and maintain a positive working environment
- Excellent conflict resolution skills
Other requirements
Essential
- Flexibility to work outside of contracted hours
- A standard Disclosure Barring Service (DBS) check
Desirable
- Full UK driving licence
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
Custom House Surgery
Address
16 Freemasons Road
London
E16 3NA
