Administrator/receptionist

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

- Provide administrative support when required for Faversham Medical Practice’s contribution towards Primary Care Network (PCN) activity.
- Be responsible for the administrative processes and procedures of the Practice ensuring all functions are carried out in accordance with agreed procedures, protocols and timescales working closely with the Office/Clinical Services Manager, Finance Manager and Business Manager and providing administrative support to clinical staff and other members of the practice team.
- Ensure timely submission of claims and invoices.
- Work to maintain standards expected by the Care Quality Commission.
- Provide an administrative support to the Practice (GPs, staff and visiting Consultants) through an excellent working knowledge of various IT systems.
- Be able to provide information as required through searches and data extraction using various IT sources.
- Take joint responsibility for the production of the clinical rota and its associated functions.
- Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

**Duties and responsibilities**:
**Enhanced Services**
- Act as Practice Administrator for claims related to Enhanced, National or Local Services.
- Act as Administrator for processing the Practice Prescription Pricing Authority (PPA) claim.

**Clinical Services**
- Keep up to date with any changes in contracts and specifications to assist with making claims.
- Receive and action as appropriate the patient tracker - this might include booking in patients and sending them information, contacting Consultants and liaising with the Trust.
- Take part in meetings as appropriate.
- To ensure correct SNOMED (READ) codes are being used and all patient activity is being correctly recorded in the computer system.
- Set up and complete monitoring spreadsheets where necessary within the practice.
- Assist with checks on activity to ensure correct procedures and timescales are being adhered to.
- Monitor activity and patient satisfaction for all integrated services.
- Respond to queries and liaise with outside agencies where appropriate.

**Urgent Treatment Centre**
- Assist the Finance Manager with the monthly claim, processes, policies and protocols.
- Attend meetings where appropriate.

**Practice Accounts**
- Assist the Finance Manager with monthly invoicing, processes and data collection.
- Assist the Finance Manager with checking of delivery notes.
- Assist the Finance Manager with filing of invoices.

**Information and Technology**
- Take joint responsibility for the production of the clinical rota and its associated functions in a timely fashion.
- Provide support, advice and training for current and new practice staff in the use of the clinical system and in resolving simple problems with PCs and printers, delegating as appropriate.
- Ensure new staff are appropriately entered onto the system and provided with the necessary passwords and smartcard.
- Oversee the maintenance of an equipment log so that the Clinical Commissioning Group (CCG) and Practice owned equipment is readily identifiable.

**Quality and Outcomes Framework**
- Act as a non-clinical cancer ‘champion’ coordinating referral practices, safety netting and screening activity in conjunction with the Practice cancer lead
- Maintain own knowledge of national, local and practice quality standards for chronic disease management and ensure all staff members are made aware of changes in a timely manner.
- Assist the Finance Manager in supporting staff in correctly identifying and targeting patients for assessment and treatment and provide reports on progress.
- Assist the Finance Manager to ensure all members of staff are aware of the importance of maintaining disease registers and assist in the validation process.
- Provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to.

**Reception cover (when required)**
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional. This may be for GP or nurse/Health Care Assistant clinics, Urgent Treatment Centre or any other service as required.
- Processing and distributing incoming (and outgoing) mail.
- Taking messages and passing on information.
- Filing and retrieving paperwork.
- Processing repeat prescriptions in accordance with practice guidelines.
- Scanning of post, new patient notes, previously filed patient notes and other documents as required.
- Administrative duties including Urgent Treatment Centre processes, policies and protocols.
- Chaperoning duties.
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- Providing help and information to patients and visitors.
- Ini