Practice Administrator

1 month ago

Redditch, United Kingdom St Stephens Surgery Full time

JOB DESCRIPTON

**Practice Administration Assistant**
Job Title
Practice Administration Assistant

**Reporting to**

Operations Manager

**Hours / Work Pattern**

37 hours per week

May also be required to work outside of core hours, dependent on the needs of the business.

**Contract**

**Location**

St Stephens Medical Practice

**Salary**

Dependent on Experience & Qualifications

**Key Responsibilities**

The following are the core responsibilities of the role. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

- Sorting all clinical post and prioritising for the GP in terms of actions. Signposting some post to others such as clinical pharmacist etc.
- Extracting all information from clinical letters that needs coding and adding to notes
- Scanning all clinical correspondence and EDTs and workflow accordingly
- Arranging appointments, referrals, tests and follow up appointments of patients
- Completing basic (non-opinion) forms and core elements of some forms for the GP to approve and sign such as insurance forms, mortgage, benefits agency forms etc
- Adhere to our core principles: Care, Commitment and Integrity.
- Provide outstanding patient service by ensuring patients are called in a timely fashion for any care, reviews or treatments that are due.
- Co-ordinate the patient recall process for annual reviews, health checks, minor operations and any other routine treatment needed.
- File and action blood test results from annual reviews following the written protocol
- Understanding the patient record system, diary dates, coding and reporting requirements for both QOF/Enhanced Services and delivery of good patient care.
- Understanding the impact of clinical and non-clinical data input
- Writing new protocols to improve practice processes and ensure these processes are implemented across the practice team.
- Support the clinical team with regards to other contracts, e.g. IIF; CEIF and supporting on searches; recalls and speaking to these patients on behalf of the clinical team as appropriate.
- Overarching assistance with IT.
- Overview of outstanding tasks/Docman/laboratory results.

**_Additional Roles & Responsibilities_**
- To assist the Operations and Finance Managers with all clerical and administrative duties as requested.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To provide cover for members of the practice team as required.
- To assist with the gathering of statistics and information when required.
- To adapt to the needs of the Practice where required.
- Work pro-actively in managing change in own speciality to improve practice and health outcomes.
- To work flexibly in core and extended hours as required.
- This job description is not exhaustive and may be adjusted periodically to reflect the on-going changes in practice.
- Any other duties considered appropriate to the role of GPA as requested from time to time by the Operations Manager.

**Computer/IT**
- To utilise medical software systems to enable the effective handling of patients and practice information and information supplied by other agencies.
- To input data accurately onto patient records and software systems.

**Communications**
- To liaise effectively with all practice team and associated support staffs
- To participate in all relevant practice meetings
- Ensuring that all written documentation is completed and that appropriate data is collected.
- Utilise and demonstrate sensitive communication styles to ensure patients fully understand advice and instructions.
- Promote and practice excellent verbal communication skills with patients and colleagues.
- Maintain effective communication within the team and with external stakeholders, providers and organisations as appropriate.
- Communicate with and support patients with complex mental health issues.
- Develop formal and informal links outside the practice, sharing good practice, innovative ideas and promote staff and service development.
- Ensure good communication with the Operations Manager and other members of Hillview Medical Centre’s management team.
- To maintain records in accordance with current NHSE policies and Guidelines
- Assist in the development and maintenance of good working relationships and communication with the GP’s and other Practice Staff.

**Data Protection & Confidentiality**
- CQC - assisting the Operations Manager to ensure compliance.
- Ensure security of data in accordance with the GDPR / Data Protection Act / Information Governance.
- In the performance of their duties, the GPA may have access to confidential information relating to patients, carers, practice staff and other healthcare workers. All such information from any source is to be regarded as strictly confidential.
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sens

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