Medical Administrator

PREVIOUS APPLICANTS NEED NOT APPLY

We are looking to recruit a new Medical Administrator to join the Administration team here at Lavant Road Surgery, working between 30 and 37.5 hours per week.

**Requirements/Qualifications**:

- Be able to work under pressure and remain calm
- Experience of working in a busy environment
- Experience of working with the public
- Computer literate
- Excellent telephone skills
- Excellent communication skills
- Have a can do attitude
- A good team player
- Caring and compassionate
- Be able to multi task
- Work on own initiative
- Typing experience is desirable but not essential

**Key responsibilities**:

- To ensure safe, accurate flow of correspondence into and out of the practice including postal and electronic data.
- Ensuring patient related data is added to the Medical record in the most appropriate method.
- Production, recording and sending of patient referral letters and other patient-related correspondence, including hard-copy letters and processing of electronic mail.
- Processing of medical reports.

**Production of referral letters**:

- Typing of referral letters, together with associated paperwork / reports, and task doctor to check and sign.
- Sending referral letters to appropriate hospital / service.
- Typing and sending of letters / other correspondence to solicitors, insurance companies, patients and any other third party at the request of the doctors.
- Completion of processing, or full processing of Choose and Book referrals via the SystmOne computer system or the Choose and Book web-site.
- Checking status of C&B referral letters, and chasing up Drs for those letters when necessary.
- Undertaking any associated computer coding with referrals or Choose and Book.

**Distribution of post coming into surgery**:

- Opening and distributing post from internal hospital system and Royal Mail.
- Dealing with correspondence as appropriate/as requested by doctors.
- Ensuring all doctors correspondence is read and actioned during holidays and sickness by re-distributing post to appropriate ‘Buddy’.

**Scanning correspondence onto SystmOne computer system**:

- Scanning of relevant medical or health admin correspondence into patient electronic notes.
- Scanning of any other items as requested by management or doctors.
- Monitor on a daily basis the task list that specifically receives electronic patient data on SystmOne.
- Process and distribute the data to the relevant doctors inbox in SystmOne.
- Attach the document to the patients medical record where necessary in accordance with the practice electronic data procedure.
- Assisting with ‘workflow optimisation’ to ensure generic, non-complex patient correspondence is processed, and filed onto the patient record.
- Pass on any items for coding by the Workflow Team.

**General responsibilities for all staff**:

- Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies.
- Attend and complete mandatory training as identified by the practice.
- Highlight potential development areas.

**Other duties**:

- Dealing with day to day tasks that are sent to the administration team within SystmOne.
- Taking queries via telephone relating to results/referrals from hospital staff/patients.
- Chasing of referrals/appointments.
- Dealing with internal telephone queries.
- Subject Access Requests.
- Dealing with and processing reports/requests.
- Undertake any reasonable duties as required by the post.

The post-holder must maintain the confidentiality of information about patients’ staff and practice business in accordance with the Data Protection Act 2018.

Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

All members of staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken.

All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children.

The practice has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination.

**Job Types**: Full-time, Part-time, Permanent

Pay: From £12.48 per hour

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- administration: 2 years (preferred)

Work Location: In person

Application deadline: 15/06/2025
Reference ID: ADMIN002