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General Practice Administrator
2 weeks ago
**JOB TITLE: General Administrator**
**RESPONSIBLE TO: Practice Manager and Assistant Practice Manager**
**ACCOUNTABLE TO: All Partners**
**WORKING HOURS: Part-Time - 3 long days pw (Monday, Thursday, Friday 8am-6pm, total 28.5 hrs pw)**
**SALARY: £11.07 ph during the probationary period, rising to £11.32 ph**
**OVERVIEW**
Wallington Family Practice currently provides general medical services to a population of approximately 16500 patients. It has 9 GPs, 2 Physician Associates, 2 Pharmacists, a Lead Nurse, 3 Practice Nurses, 1 HCA, and an extensive team of admin and reception staff.
Wallington Family is a large proactive teaching practice located in a purpose built health centre close to Wallington town centre. It is part of the Wallington Primary Care Network (PCN) working collaboratively with local general practice colleagues for the good of the local population.
The main purpose of this role is to provide efficient, courteous and responsive administrative support to the practice catering to the diverse needs of patients and supporting others where necessary.
**MAIN DUTIES AND RESPONSIBILITIES**
- To be able to work under pressure and have the ability to prioritise work to tight deadlines with good attention to detail.
- To be able to work independently as well as part of a team.
- To be IT literate with a working knowledge of Microsoft Office.
- To have a willingness to undertake training on EMIS, Docman, and Lexacom along with any other training deemed necessary.
- To assist the GPs and other clinicians in the provision of a high quality service.
- To deal with patient and clinician queries relating to patient care, treatment and referrals and highlight any issues as appropriate.
- To manage and respond to the practice website dashboard contacts, responding directly, re-assigning appropriately, following up via the clinical system or obtaining further information as necessary
- To investigate enquiries, collate and ensure patient information is sent securely, if appropriate, to follow data protection protocol.
- To speedily action Safeguarding requests for information and ensure these are prioritised and dealt with in the allocated timeframe.
- To review and respond to items in the generic mailbox, moving specific items to other folders for attention by others and addressing those relevant to the general role in suitable timescales
- To oversee and action items in the electronic referral worklist (ERS) and ensuring this is kept up to date.
- To create referrals dictated using Lexacom and also other referrals using forms, complete reports, and other documents.
- To send referrals electronically using the eRS system or via other directed routes where appropriate. To scan documents to EMIS as required.
- To code items as directed by clinicians or elsewhere.
- To respond and forward notifications from NHS111 and A&E, coding information where required.
- To follow up on cytology recalls, checking patient eligibility and sending final recall notifications to patients.
- To assist in any call and recall system required by the practice.
- To check lab results, reallocating as needed and responding to unmatched items. To ensure urgent lab results are addressed as soon as possible.
- To respond to tasks including patient notes issued by those within the practice and externally including the extended access hub, responding to urgent tasks within suitable timescales. To complete tasks sent via Docman.
- Taking calls in a professional manner from patients and elsewhere, responding to queries and updating records as appropriate.
- Taking calls from 111 and the emergency services.
- Making calls to the emergency services.
- Completing or responding to requests for form completion
- Following protocols for advising of deaths.
- Retrieval and filing of patient notes as needed
- Entering patient data onto the clinical system and updating Data Sharing register when sharing patient data with a third party.
- To book patient transport as necessary.
- To participate in practice meetings and team meetings and take minutes of the meetings.
- To keep the office working areas clear and tidy and suitable for other users at all times
- To undertake other duties as may from time to time be asked and consistent with the post and where capacity permits
- To be a key member of the Admin team and to establish close working relationships with all members of staff.
**OTHER INFORMATION**
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 and the practice Infection Control policy.
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 contro
