Practice Administrator

**Job Summary**

To undertake a wide range of administration duties and provide administration support to clinicians and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS).

**Responsibilities**:
**Administration**
- To have a thorough knowledge of all practice procedures
- To work in accordance of written protocols
- Process incoming and outgoing mail
- Scanning of patient related documents into patient healthcare records
- Data entry of new and temporary registrations and relevant patient information
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
- Process referrals to external agencies, such as secondary care, including using the electronic referral system (ERS)
- Read code data on Emis Web as required
- Answer incoming calls, transferring calls or dealing with the callers request appropriately
- Manage all administrative queries as necessary
- Carry out system searches as requested
- Maintain a clean, tidy and effective working area at all times
- Enter patient information onto the computer as required
- Ensure practice audits are completed
- Cancelling and rearranging clinics when necessary

**Computer**
- Have a good knowledge of office programmes i.e. Word and Outlook
- Process patients change of details computer data and medical records (have knowledge of practice area)
- Process tasks efficiently and accurately

**Telephone**
- Have working knowledge of telephone/bleep system, during and after hours.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

**Other Tasks**
- Book appointments and follow ups for patients as required
- Chaperone duties for clinicians
- Complete opening and closing procedures in accordance with the room rota
- Ensure building security have thorough knowledge of doors/windows/alarm
- Support reception staff, providing cover during staff absences, this will include;
- Ensuring an effective and efficient reception service is provided to patients and any other visitors to the practice
- Checking in patients and directing them as appropriate
- Taking requests for prescriptions and change of names and addresses
- Deal with all general enquiries, explain procedures and make new and follow-up appointments
- Using your own judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non
- disruptive manner
- Undertake any other additional duties appropriate to the post as requested by the Partners or Practice Management.

**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**

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
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