Patient Services Administrator

**Walford Mill Medical Centre - Job Description**

Post Title: Patient Services Administrator

Rate of Pay: £9.50 starting salary

Reports to: Patient Services Lead/Data Lead

Responsible to: Practice Manager

The purpose of the job description is to indicate general levels of responsibility. The duties may vary from time to time without changing their general character or level of responsibility.

Job Purpose

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

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative 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

Maintain high standards of professionalism, confidentiality and patient service at all times

Manage clinical correspondence in accordance with the practice protocol

Undertake repeat prescribing in accordance with the practice protocol.

Main Responsibilities

1 Receiving patients in the Reception Area (and via telephone) and responding to their requirements (either appointments or enquiries) in an appropriate and professional manner.

3 Management of electronic and post communication from outside sources providing administrative support to the clinical functions within the Practice including accurate data entry onto the SystmOne system.

4 Participate in a range of administrative and clerical tasks undertaken by the Patient Services Team including patient registration, summarising, scanning, processing of repeat prescriptions, completion of forms on behalf of clinical team.

5 Act on the instructions of the clinicians in relation to communicating and relaying clinical and non-clinical information to patients, relatives and other healthcare professionals and agencies.

6 Maintain accurate medical records using computer systems, including the registration of new patients.

7 Summarising and coding of clinical details and patient medical notes contained in hard copy and insert onto computer system.

8 Assist the Practice Manager and Patient Service Lead with the attainment of “good practice” and high standards in relation to the responsibilities assigned to the Patient Services Team including the administrative support activities and the management of patients.

9 Assist with the prompt distribution and circulation of documents received by the practice and provide support in the checking and maintenance of incoming and outgoing electronic data.

10 Work and communicate effectively and flexibly within the Patient Services Team and with other staff at the practice.

11 Receive cash and maintain records of payments by patients.

12 Prepare and maintain Reception, Waiting and Consulting areas to a high standard. Keeping notice boards and leaflet dispensers tidy and free from obstructions and clutter. Clearing and re-stocking consulting rooms as required.

13 Maintain an awareness of all practice policies, procedures and standards and implement these.

14 Opening up/locking up of practice premises when required and maintaining security in accordance with practice protocols

The post-holder is required to be flexible with regard to ensuring adequate staffing levels within reception are maintained and may occasionally be asked to provide cover for absent colleagues due to annual leave and sickness.

Challenges

Balancing the priorities of patients and clinicians; maintaining a friendly and welcoming demeanour in the face of demands that may not be capable of achievement and where there may be barriers to understanding. Dealing with sensitive, confidential and sometimes distressing information.

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:
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