Practice Administrator

7 months ago

Epsom, United Kingdom Derby Medical Centre Full time

JOB TITLE: Practice Administrator

**REPORTS TO: Practice Manager**

**HOURS: 27 per week**

**Job Summary**:
To provide administrative support and services to all members of the practice team.

Job responsibilities:
**Management of medical records**
- Ensure that records are accurately assembled before filing
- Ensure that records are available for collection via the PCSE Courier
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

**Management of appointment system**
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record

**Administrative support**
- Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
- Cytology calls and recalls
- Booking postnatal and 1st Baby immunisations
- Sending Accurx messages to patients
- Coding the clinical records within guidance given
- Amalgamating patients records
- Dealing with queries from patients in respect of their records ie online access, change of name / address
- Registering and deducting patients from the practice
- Handling requests for medical records
- Recording immunisations from abroad
- Recording cytology records
- Helping with National campaigns i.e. Flu / Covid
- Immunisation recalls (including childhood immunisations)
- Shingles, flu and vaccines campaigns
- Summarising and filing records
- IT System set-up and queries
- Insurance reports
- Prescriptions
- Diary Management
- Supporting the Practice Manager at the end of the Practice year to ensure administrative tasks are completed for the forthcoming year; meeting dates are booked a year in advance, annual leave is calculated correctly for staff, finance spreadsheet is updated
- Helping to maintain practice display boards
- Administrative tasks related to Total triage
- To support in the management of staff holidays, sickness and absences of the wider team

The role within the admin office evolves depending on national campaigns and CCG / PCN priorities

**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 & 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 holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified

**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 people’s 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feel

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