Medical Administrator

JOB TITLE: Administrator/Holiday Cover Prescribing Clerk

REPORTS TO: Administrator to PRACTICE MANAGER
Prescribing Clark to PARTNERS with Clinical Supervision provided by Practice Based Pharmacist

HOURS: Administrator 12 hours per week
Thursday and Friday - flexible start and finish times
Holiday Cover Prescribing Clerk up to 18 hours per week
(Only five or six weeks of the year)
Monday, Tuesday & Wednesday - flexible start and finish times

Job summary:
To provide administrative support and services to all members of the practice team. The role will also include some secretarial support and assistance with the repeat medication processing.

Administrator Job responsibilities:
As stated, these will be the successful applicants regularly weekly hours - 12 hours per week
- To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
- To assist the practice manager with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist the completion of medical/insurance records.
- File patient records and correspondence in patient medical records.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinic system in an accurate and secure manner.
- To provide cover for members of the secretarial/prescribing clerk team during periods of sickness and annual leave.
- Ensure all new registrations are entered onto the database
- Update the database for all patient change of registration status as notified
- Ensure all transfers off registration database are affected as and when applicable

Prescribing Clerk Job responsibilities:
This is primarily a holiday cover role when our Prescribing Clerk is on annual leave, which may be anything from an odd day off through to covering whole weeks of absence. A small percentage of the regular administrative hours will also include the prescribing clerk role. If covering a whole week, this will mean working up to 30 hours over the course of the week with the two roles.
- To collect repeat prescription requests from the post box and reception.
- Ensure you have adequate stationery supplies in stock (Prescription Pads)
- To liaise with patients and chemists regarding queries and requests and as part of any required projects, collaborations or investigations.
- To ensure repeat medication is issued in line with the protocols that are already in place, and ensure that any queries raised are dealt with quickly and correctly.
- To ensure that patient queries on medication are highlighted to the relevant GP
- To regularly go through prescriptions ‘not picked up’ and ‘unlikely to be picked up’ as a result of the timescale, to remove the details from the patient records and then destroy the prescription
- Work under direction from lead GP to make drugs inactive if they have never been issued, or have not been issued for the specified period of time.

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 area