Data and Patient Administrator

The Border Practice

Data and Patient Administrator - Job Description and Person Specification

Job Title Data and Patient Administrator
Line Manager Practice Business Manager
Accountable to Practice Business Manager
Hours per week 25 hours or more

Job Summary
This interesting and varied role is to help support our Practice team and our patients. You will be providing administrative assistance that supports our organizational processes.

Duties will include, but are not limited to, using our IT systems to produce lists for patient call-ins and then booking patients in for appointments as appropriate.

Administrative support for one of our specialist clinics, looking after the incoming referral and booking process.

This is a valuable position that helps our Practice and patients alike.

About You and Us

Our wish is to find someone who has excellent IT skills and ability. We additionally would like someone who has experience in Primary Care (GP Practices) or who is a very quick learner.

We would like someone who will enjoy getting involved in our work, is flexible, go-ahead and wants to enjoy a varied role.

We are a practice with over 10,500 patients, based in modern, purpose-built premises.
We have a highly skilled and friendly team who support each other to achieve the best care we can for our patients.

Primary Responsibilities
The following are the core responsibilities of the Data and Patient 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: a. Processing and actioning of incoming referrals for the echo service for one specific region b. Work with our IT systems (training can be given if you have not used the systems before) to produce weekly patient call in lists. Then booking patients into appropriate appointments c. Track status of patient call-ins to ensure we invite all patients we need to see. d. Work as a member of the general administration team, supporting and assisting where required. e. Supporting, in times of high work volumes, the processing of changes to patient registration, deduction of record and new patient registration
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- f. Input data into the patient’s healthcare records as necessary g. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately h. File and store records as required i. Photocopy documentation as required j. Maintain a clean, tidy, effective working area at all times k. Support all clinical staff with general administrative tasks as requested

Secondary Responsibilities
In addition to the primary responsibilities, the Data and Patient Administrator may be requested to: a. Partake in audit as directed by the Practice Business Manager b. Support reception staff, providing cover during staff absences c. Complete opening and closing procedures in accordance with the duty rota

Person Specification - Data and Patient Administrator
Qualifications Essential Desirable
Educated to GCSE level or equivalent
GCSE Mathematics & English (C or above)
NVQ Level 2 in Health and Social Care
Experience Essential Desirable
Experience of working with the general public
Experience of administrative duties
Experience of working in a health care setting
Skills Essential Desirable
Excellent communication skills (written and oral)
Strong IT skills
Accurate working and a good eye for detail
Clear, polite telephone manner
Competent in the use of Office and Outlook
EMIS (clinical system) user skills
Effective time management (Planning & Organising)
Ability to work as a team member and autonomously
Good interpersonal skills
Problem solving & analytical skills
Ability to follow policy and procedure
Personal Qualities Essential Desirable
Polite and confident
Flexible and cooperative
Motivated
Forward thinker
High levels of integrity and loyalty
Sensitive and empathetic in distressing situations
Ability to work under pressure
Other requirements Essential Desirable
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
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- Generic Responsibilities
All staff at The Border Practice have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990,
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