Patient Services Administrator

Duties Arranging appointments and advice for patients in person, by telephone always checking with patient that they understand date, time and clinician with whom they have an appointment/advice. Preparation of surgery lists and notes either electronic or paper for surgeries if required. Making appointments for Nurses clinics and make sure reason for appointment is recorded and any QOF data is recorded as far as possible. Ensure that the environment is conducive to good practice and promotes a caring image.
Ensure that waiting room and reception area are clean and tidy at all times with up to date literature. Handling cash for private treatment/work. Reception Receiving patients at main desk when attending for appointments Ensuring patients marked off as present on computer Directing patients to doctors and treatment rooms when required always having the next patient ready for consultation. Hand over messages to clinicians when necessary.
Keeping patients informed of doctors running late or leaving surgery. Dealing with patient queries. Handling requests for home visits and taking messages Ensuring a calm ambience is present at all times. Dealing with requests for test results, being aware of rules of confidentiality.
Always check that review is not required or patient is within limit as laid down by repeat prescribing protocol. Home Visits Accepting requests for home visits before 11.00am and name, address and telephone number on computer. Printing electronic summary of records in preparation for morning visits. Passing calls to doctor on call after 11am either by telephone or in surgery.
Getting notes out on request for doctors, nurses and health visitors and research/audit. Scanning of hospital letters, reports onto electronic records. Filing of lab reports etc. in date order in storage boxes in line with protocol.
Opening hospital letters for doctors and placing in relevant doctors trays. Leaving personal mail in trays unopened. Enter details onto computer for patients requiring advice and informing duty doctor or nurse if applicable. Informing patients of test results, appointments etc following practice procedures.
Recording on electronic records results given. Read coding of medical data from hospital letters etc. Downloading results from ICE system if appropriate Arranging district nurse visits/follow up Operating the cervical cytology/vacs and imms recall systems. Contacting patients for allocated clinics.
Chaperone duties if trained. Use photocopier, fax machine and franking machine Typing letters if appropriate Operating choose and book system if appropriate Change of address Chronological records preparation Summarising of records Register patients Patient removals in line with procedures. Any other duties as requested. Transfer of Lloyd George notes to A4 where appropriate.
Electronic summarising of medical records when received into practice where indicated in line with practice polices. Forwarding records to the health authority when indicated including electronic full summary and scanned documents in line with practice policy. Undertaking duties of prescription clerk and guiding colleagues. Telephones Answering telephone and redirecting calls to doctors, practice manager, nurses, health visitors where appropriate.
Taking and recording of messages using message sheets provided for doctors, practice manager, nurses, health visitors and midwives. Arranging ambulance request for hospital admission. Ensure practice telephones are switched to night service at 6.00pm transferring calls to the Out of Hours provider for out of hours. Be the link between patient and doctor/nurse or other PHCT professional.
Contact patients with messages as directed in a professional manner. Booking extended access appointment via Systm1 Premises Open and secure the building when necessary including deactivating and activating the arm system/shutters. Ensure your work area meets Health & Safety requirements and report any accident or untoward incident to the appropriate person. Undertake practice shopping and kitchen duties in line with rota.
Always leaving kitchen in a clean condition after preparation of personal meals. Typing Prepare spreadsheets if trained as requested by practice manager. Qualified, skilled team members may be asked to produce memos and other documentation. Recording referrals onto paper or electronic systems.
Sundry Duties Changing doctors date stamps. Handing out SCI forms on request. Making coffee and washing up. Handing out and filing in of specimen bottle labels, when directed by doctors and when nurses are busy.
Respond to the needs of patients, colleagues and employers in the daily function of the practice. Log complaints and compliments in appropriate book. Send faxes as directed. Attending team meetings when requested (time in lieu shall be given if outside normal working hours.
Making up outgoing mail and taking to post office. Chaperoning doctors undertaking examinations if requested. O