Practice Administrator

2 weeks ago

London, United Kingdom The Neaman Practice Full time

**JOB TITLE: ADMINISTRATOR**

**REPORTS TO: Deputy Manager**

**ACCOUNTABLE TO: Practice Manager**

**HOURS: 37.5 hours per week**

**Job Summary**:
The purpose of the role is to:

- Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
- Undertake a variety of reception, administrative and clinical duties to assist in the smooth running of the practice including the provision of clerical support to clinical staff and other members of the Practice team
- Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
- Specific delegated clinical tasks under supervision of the GP Partners in accordance to practice guidelines.

**Role summary**:
Assist with referral letters, hospital correspondence, workflow, scanning, call and recall and quarterly submission. To receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. And to provide efficient, helpful, informative and supportive reception and administration services to patients and members of the primary health care team.

**Duties and Responsibilities**:
Duties and responsibilities may be varied from time to time under the direction of Business Practice Manager / Partners, dependent on current and evolving Practice workload and staffing levels and, in accordance to practice guidelines therefore the duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list.

**Main Duties and Responsibilities**:

- Responsible for Easy Doc and Docman maintenance
- Processing referrals in accordance to practice guidelines;
- Responsible for the management of requests for medical reports including but not limited to insurance reports, copies of medical records etc.
- Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same**.**
- Liaise with hospitals to make sure the patients receive their appropriate appointments;
- Check and ensure the workflow is regularly monitored and administered;
- Keep up to date with scanning;
- Assist the administrator to keep up to date with call and recall;
- Processing and distributing incoming (and outgoing) mail;
- Processing pathology link results;
- Computer data entry/data allocation and collation; processing, summarising and read-coding information;
- Responding to requests and queries from patients, other team member and associated healthcare agencies, insurance companies and providers;
- Providing clerical assistance to the Practice as required, including word/data processing, filing, photocopying, scanning, and preparation of medical reports;
- Assisting in achieving Quality Outcomes Framework;
- Assisting in practice audits and risk management;
- Attending non clinical meetings as required and minute taking of meetings;
- Report any building issues when management are away;
- Deal with any IT issues that may arise relating to etc.;
**Additional Duties**
- Reception cover including but not limited to carrying out repeat prescription requests and to ensure that they are ready for collection within 48 hours and when required and, to prepare clinical rooms for surgeries, supply prescription and ensure adequate supplies of consumables;
- Assist in the effective and efficient reception service is provided to patients and any other visitors to the Practice;
- Triaging Accurx Online consultations
- Deal with all general enquiries, explain procedures and make new and follow-up appointments;
- Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner;
- Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed;
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery;
- Enter requests for home visits into the home visits book, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor;
- Take action on clinicians’ requests for further information/patient contact information etc. (including computerised practice notes), ensuring completion of all associated paperwork;
- Assist in updating practice policies and procedure as and when required.

**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, th

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