Appointments Administrator

**JOB TITLE**:Administration Assistant
**LOCATION**:Pelham Medical Group
Church View Health Centre, Cartergate
Grimsby
North East Lincolnshire
DN31 1QZ

**ACCOUNTABLE TO**:Assistant Practice Manager
**PRINCIPAL ACCOUNTABILITIES**:To provide an administrative service to the Management Team, Partners and Practice.

**KEY WORKING RELATIONSHIPS**:Practice Manager, Assistant Practice Manager and
GPs and supporting clinical staff.

**HOURS**:24 hours per week

**SPECIALIST RESPONSIBILITIES**

**APPOINTMENTS SYSTEM ADMINISTRATION**:
To work under the direction of the Practice Manager and Assistant Practice Manager to administer the practice appointments system.

Duties will include:

- Appropriate use of EMIS Web to configure, create, plan, and allocate all appointment slot types, clinical sessions, week templates and appointments sessions to allow booking of appointments up to 28 days in advance for all clinical staff including and any other attached staff providing patient facing services.
- To ensure all additional duties such as HYMS clinics, de-briefs, tutorials, and sessions are managed, liaising with the HYMS co-ordinators re student allocations and calendars.
- To ensure study leave, training dates and any other duties or changes are planned into the appointments system in advance, communicating any changes to the relevant staff.
- To co-ordinate annual leave with all clinical staff and ensure that requests for leave during peak periods are submitted as per practice policy. To plan for study leave, training, meeting dates, appraisals dates and any other planned or short notice absences into the calendar function within EMIS web appointments system.
- Under the instruction of the Practice Manager, Assistant Practice Manager or GPs, co
- ordinate cover in the event of any annual leave or other absence to ensure cover is available at all times at both sites, ensuring good communication at all times with regards to the appointments system and clinical staff cover.
- Maintain and build relationship with locum agencies, monitor timesheets and invoicing for accuracy.
- Support with temporary and new staff inductions (including HYMS students).
- To monitor the appointments system on a daily basis ensuring that additional appointments are negotiated with the GP’s on a fair basis where demand requires this.
- To be responsible for dealing with any day-to-day issues with the appointments system, making any necessary changes at short notice and highlighting and problems with the system to either the Practice Manager, Assistant Practice Manager and Reception Team

Lead.
- Update annual leave dates for all staff onto the electronic annual leave records and EMIS Web calendars, once approved by the Assistant Practice Manager or Practice Manager.
- To produce appointment statistics to inform of actual capacity versus predicted demand, liaising with the GP’s and the Management Team.
- Maintain EMIS clinical system appointment slot types and clinical templates remain appropriate and up to date and that non-used slot types and templates are archived.

**Duty Doctor Rota**
- Prepare and issue the Duty Doctor rota in advance ensuring cover at all times in the event of any planned or short notice absence, this includes highlighting any planned day changes within the rota.
- Making any amendments to the Duty Doctor rota in the event of any short notice absence or changes, notifying all GP’s and Reception Team Lead immediately and reflecting any changes with the appointments system.
- Enter all Duty Doctor cover onto the appointments system.

**ADMINISTRATIVE DUTIES**
- Document retention and storage - ensure that related files and documents are appropriately stored and periodically cleared to ensure filing systems are up to date and kept in line with Document Retention guidelines.
- To ensure that appropriate recruitment and right to work checks are carried out on temporary and permanent clinical staff. To include validation and professional registration checks and indemnity records are kept up to date and done annually as a minimum for permanent or frequently used temporary staff.
- To audit and report on the provision of appointments on a monthly basis for all clinical staff in advance to ensure KPI targets are achieved at all times, recording statistical information using excel and negotiating additional appointments on a fair basis from the

GP’s where demand requires to ensure targets are always achieved.
- Data collection as and when required to do so by either the Practice Manager or Assistant Practice Manager.
- Maintain a clear desk policy and shred all confidential papers no longer required.
- Support the administrative when required for example, take minutes of meetings if required and distribute as instructed, complete filing duties and any other administration duties as routinely necessary as directed by the Practice Manager and Assistant Practice Manager.
- Provide cover in Reception if required.

**CLINICAL