Practice Administrator

Job summary: You will be responsible for the delivery of a high quality and efficient administration service and will provide comprehensive secretarial/admin support to the practice team, including all doctors and health professionals/clinicians. You will be responsible for admin duties such as working through workflow lists and tasks plus letters, reports, and other clinical documents. You will work well under pressure in a fast-paced environment and will be able to exercise initiative, be proactive and be able to problem solve. You will be expected to work flexibly within this varied role. Job responsibilities: Provide an excellent and efficient administration service for our patients and for the practices growing clinical team and health professionals as required. This includes the typing of letters, reports, patient referrals, and other clinical documents in an accurate and quality manner. To assist the practice manager, assistant ops manager and admin team with all clerical and administrative duties. Action tasks and workflow lists in a timely and efficient manner. Review and prioritise workload in order to ensure all work is completed in a timely manner. Support and implement processes in relation to improvement of efficiencies. To make appointments, bookings, and admissions as and when required. Contact and liaise with hospitals and other outside agencies as requested in relation to patient care and appointments. To support the assistant operations manager to liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes. Support patients through their practice journey. To help with practice promotional material and displays for patient education and new services etc. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. To action SARS requests for patient records for legal and other purposes File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system and referral pathways in an accurate and secure manner. To assist with the gathering of statistics and information when required and be involved in quality audits. To provide cover for members of the admin/secretarial team as well as provide cover for members of the admin/reception team during periods of sickness and annual leave. To process all incoming and outgoing electronic mail and maintain a pending system. Responsible for developing and maintaining own processes to ensure patient care is paramount and highlighting any issues to the appropriate member of staff. Sort, scan and attach incoming post and then distribute to the appropriate person/s in the absence of the admin team. Culling and sorting patient records and letters in preparation for summarising Reviewing medical records and producing an accurate summary of the patients medical history from both GP2GP and non GP2GP registrations. Read coding of information into the practice clinical system Auditing data collection standards in the practice Monitoring patient call and recall systems. Filing and retrieving paperwork Confidentiality: 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. 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. 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. Health and Safety: 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: 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. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision 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. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize peoples needs for alternative methods of communication and respond accordingly. Contribution to the implementation of services: The post-holder will: Apply practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate.

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