Medical Administrator
3 months ago
Job Title: Medical Administrator
To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, greeting, and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required.
To act as the central point of contact for patients, the distribution of information, messages, and enquiries for the clinical team, liaising with multi-disciplinary team members and external agencies such as secondary care and community service providers.
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, supporting the administration and receptionist teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
To support staff with the distribution of information, messages, and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
**Primary key responsibilities**
The following are the core responsibilities of the Medical Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Act upon compliance issues, liaising with the appropriate clinician.
- Actively encourage patients to reconcile medications to facilitate monthly collections.
- Answer incoming phone calls, transferring calls or dealing with the callers’ request appropriately.
- Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.
- Carry out system searches as requested.
- Clinically code data on EMIS Web.
- Contribute to public health campaigns (e.g., flu clinics) through advice or direct care.
- Data entry of new and temporary registrations and relevant patient information as required.
- Data input onto Emis Web.
- Deal with all prescription related enquiries in a timely manner
- Deal with requests for information, e.g., SAR, insurance/solicitors’ letters and DVLA forms.
- Discuss with patients their requirements, encouraging patients to order only what they require.
- Effectively liaise with external services, i.e., district nurses, to ensure medicaments are arranged for housebound patients.
- Ensure all prescription requests are processed and are ready for collection within a 48-hour timeframe.
- Ensure medication reviews are arranged by maintaining an accurate recall system.
- File and store records as required.
- Generate requests for medication on behalf of the patient for non-repeat items.
- Initiate contact with and respond to requests from patients, team members and external agencies.
- Input data into the patients’ healthcare records as necessary.
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Maintain a clean, tidy, effective working area at all times.
- Maintaining an accurate referrals database
- Maintain and monitor the practice appointment system.
- Manage all queries as necessary in an efficient manner.
- Monitor and maintain the reception area and noticeboards.
- Photocopy documentation as required.
- Process and effectively signpost patients to the appropriate healthcare professional, depending on the presenting condition.
- Process changes to patient registration, deduction of record and new patient registration
- Process incoming and outgoing mail
- Process patient requests for appointments
- Process personal, telephone and e-requests for appointments.
- Processing referrals using the electronic referral system (ERS)
- Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms
- Produce prescriptions for the GP to sign in an acceptable timeframe.
- Record and report adverse effects accurately and appropriately, informing the practice manager immediately.
- Signpost patients to the correct service
- Support all clinical staff with general tasks as requested.
- Typing letters, reports and associated documentation as required
- Undertake all mandatory training and induction programmes.
- Welcome patients and visitors to the organisation, directing requests appropriately.
- Be aware of QOF, looking at the QOF box and taking information required.
- Responsibility for own area of work, this may include recalls and audits.
- Deal with low level complaints, such as appointment system or prescription errors, being aware of resources that may resolve the issue.
**Secondary responsibilities**
In addition to the primary responsibilities, the Administration
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