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Medical Administrator for Referrals, Hospital
4 months ago
**Strawberry Hill Medical Centre**
**Job Title**:Medical Administrator for Referrals, Hospital Correspondence and Reports
**Accountable to: Practice Manager**
**Purpose of the Job**
- To provide admin support to the clinical staff at the surgery.
- To help our patients with referrals to hospital consultants
- To answer the telephone and deal with every call individually in a timely manner.
- To edit letters before sending on behalf of practice
- To help patients with access to their medical records when appropriate (SAR's requests)
- To work well with the team and as an individual when required.
- To undertake a full range of admin tasks including the use of different systems.
- To adhere to all the practices Policies and Procedures.
**Main Duties and Responsibilities**
To be able to operate the clinical system (emis) and any other computer systems used/required.
To use the E-referral electronic system for the majority of referrals into secondary care and to maintain the worklists efficiently.
To work as a team in completing the daily tasks in a busy office whilst being able to prioritise work load frequently.
To use the DXS/Ardens system efficiently and monitor outbound referral list daily.
To monitor and distribute information accordingly from the enquiry NHS mail box and the secure safeguarding mail box daily.
To use digital dictation to accurately put letters together from the GP’s, to ensure they read correctly and have all of the required information available.
To order death certificate books when required from the registry office.
Log death certificates and cremation forms into Docman to create an audit trail.
To process Subject Access Requests (SAR’s) - keeping an accurate up-to-date log, photocopying medical records and/or printing computerised medical records from Emis. The Access to Health Records Act and process must be adhered to at all times.
To process Insurance Reports/claims - to follow the Insurance Report procedure and provide the appropriate invoices always keeping an accurate log. This process includes health insurance reports, sensitive court case requests and medicals for shotgun license.
Filing of patient paper records when required.
To ensure all hospital referral letters are accurate and contain patient demographical details, current medication, weight, blood pressure and any other relevant information where possible.
Keeping on top of any changes to hospital clinics/referring information and sharing with the team.
To be confident in answering and using the telephone.
To work with your team insuring the outgoing mail is franked and delivered to the local post box each evening. Visits to the post office for registered post items as required.
To receive sensitive and confidential information/requests from other agencies such as Children’s Services. To prioritise and process information or to delegate to a team member in an accurate efficient manner, liaising with the GP and returning any information within any deadlines.
To assist with the ordering of the practice stationery and ensure that the stationery cupboard maintains all stock levels. To raise stationery orders as and when required.
To process incoming documents ad workflow to correct clinician
To process repeat prescriptions
To participate in any training offered within the surgery (internally or externally)
**Miscellaneous**
To undertake any other duties within the scope of the post as directed by the Practice Manager, Deputy Practice Manager and/or Doctors.
This job description lists the main tasks but it not exhaustive and will be regularly reviewed and updated in discussion with the post holder.
**Person Specification**
**Essential**
- Ability to demonstrate excellent team working.
- Loyal and confidential.
- Caring and empathetic.
- Flexible and supportive of change.
- Excellent interpersonal and communication skills (as you are dealing with patients face to face and by telephone daily).
- Ability to work on own initiative.
- Good attendance record.
- Conversant with MS Word, Excel and Outlook.
**Desirable**
- Previous Admin experience
**Specific Objectives**
Specific objectives to the post holder will be agreed through the process of personal development plan (PDP).
**Status of the Job Description**
The job description is an interpretation of the responsibilities of the post at the time of writing and does not form part of the contract of employment.
**Health and Safety at work**
All employees of the practice are required to take reasonable care for the health and safety of themselves and any other persons who may be affected by their acts or omissions.
Employees are also required to understand and act upon the practices handbook and health and safety policies.
**Confidentiality**
All matters of a confidential nature, including information relating to the patients details or records, information relating to professionals in contract with the practice, details concerning memb
