Practice Administrator

Job responsibilities

KEY RESPONSIBILITIES:

To support the Practice with administration, appointment systems, contacting patients, updating patient records, registrations, daily scanning of incoming documents and sending Accurx messages and campaigns.

Support the daily delivery and maintenance of Online Total Triage system and outcomes from the Clinical and Administrative triage. Supporting the teams within the triage hub and Zone.

Maintain administrative workflows and projects within EMIS including tasks, registration notifications, immunisation targets and distribution of pathology reports and investigations highlighting any issues to management.

Work alongside the Management team to achieve annual QoF targets including planning and aligning annual QoF requirements with appointment capacity and maintaining CQC priority searches. Work alongside the Management team to deliver all targets required.

Ensure online and manual forms for new registrations are completed and completed accurately within a set timeframe.

Distribute 111 appointments accordingly.

Keep an accurate record of patients referred to the Multidisciplinary Team and outcomes.

Deputise in reviewing clinical and non-clinical rotas when required.

The post holder will:

Ensure patient confidentiality at all times.

Attend practice meetings

Ensure that ALL contacts with patients are documented on the computer system where appropriate.

Ensure reception and waiting areas are kept clean and tidy and all posters and information is up to date and relevant

The post holder will:

Ensure familiarity with EMIS web appointment system, including regular and incidental variation.

Have the ability to renew passwords, set up EMIS logins, request ICE and create Docman accounts, authorise Accu-Rx accounts and request smartcard modification

Manage access to systems to ensure it is only accessed by authorised users and access is at an appropriate level.

Maintain a sound working knowledge of basic IT systems and peripherals, both personally and amongst practice staff

Monitor and maintain security systems associated with local data management facilities, including password protection and the utilisation of smart cards and back-up systems

Utilise technology-based tools as required by The Practice

The post holder will:

Ensure confidentiality of all records.

Ensure relevant entries are made on the computer, and that own name is added to entry (always using own NHS smart card and password).

Use of scanner as required and file documents in line with the Back office team requirements

Ensure that registrations are managed swiftly and accurately

Ensure that any registered patient who requests urgent advice is dealt with according to the practice protocol.

Support in coordinating requests from third parties for medical reports or copies of notes, liaising with GP and records storage, if needed.

The post-holder will participate in any training programme implemented by The Practice as part of this employment, such training to include:

Participation in individual performance reviews, 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

Participation in all mandatory training and/or education related to ensuring service quality and compliance with the Care Quality Commission (CQC) standards

Person Specification

Experience

Essential

• Minimum of 2 years within a Health Care setting, preferably General Practice.
• Proficient in key Microsoft Office applications
• Proficient in the use of clinical IT systems
• Understanding of QoF targets and achievements.
• Understand Safeguarding Procedures and Policies (not essential)
• Demonstrates a can do attitude
• Ability to work well under pressure and to tight timescales
• Ability to deal with challenging situations
• Willingness to actively participate in training
• High levels of integrity and loyalty
• Awareness of the importance of innovation in healthcare
• Demonstrates effective communication both written and verbally
• Excellent team working and customer service skills
• Demonstrate excellent organisation and administrative skills.
• Ability to prioritise and work to tight deadlines in a fast-paced environment
• Effective time management (Planning & Organising)

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

Health and Beyond

Address

Parkfield Medical Centre

255 Parkfield Road

Wolverhampton

WV4 6EG

Employer's website

https://healthandbeyond.healthcare/ (Opens in a new tab)