Medical Administrator

**Hugglescote Surgery**

**JOB DESCRIPTION**

**JOB TITLE: MEDICAL ADMINISTRATOR**

**REPORTS TO: OPERATIONS MANAGER**

**DAYS/HOURS NEGOTIABLE.**

**Job Summary**:

- To ensure that all incoming and internal patient correspondence is stored on/in the patients’ medical record and relevant information is summarised and coded.
- To be able to locate documents as needed by the clinical and non-clinical staff.
- To carry out administrative related tasks as delegated by the doctors and non-clinical staff
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
- Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.

**Responsibilities**:

- Scan patient related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72 hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
- Identify relevant clinical information contained in patient correspondence
- Code or free text the clinical information on to the patient record
- Deal with queries relating to coding
- To provide administrative support and services to all members of the practice team.
- Reviewing medical records and producing an accurate summary of the patient’s medical history.
- Read Coding the information into the practice clinical system
- Auditing data collection standards in the practice
- Monitoring progress of notes summarising against practice targets
- Monitoring patient call and recall systems
- Filing and retrieving paperwork
- Extraction of necessary data from clinical correspondence and input into electronic patient Record.
- File copies of hospital referrals
- File hospital letters
- Scanning of letters and relevant correspondence into patient’s notes
- Summarisation of patient’s notes when requested
- To ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and manager
- Troubleshoot clinical database
- Load updates
- Report faults to software supplier and track progress
- Ensure backups are taken in accordance with practice procedure
- Pro-actively initiate data quality improvement projects
- Set up and run clinical searches
- Ensure accurate report output
- Interrogate data for audit purposes
- Maintain the appointments system
- Set up clinic templates
- User management
- Support and guide members of staff in the use of the computer system
- Ensure security of data at all times

**Administration**:

- To have a thorough knowledge of all Practice procedures
- To work in accordance of written protocols
- Filing post in medical records
- Fax and photocopy as requested
- Scanning and processing external correspondence onto the clinical system

**Reception**:

- Receiving patients consulting with members of practice team
- Handing completed repeat prescriptions to patient and checking names and address.
- Be able to cover all reception positions as necessary

**Computer**:

- Registrations of new patients - computer data entry and medical records
- Process patients change of address - computer data and medical records
- Process repeat and acute prescription requests in accordance with practice guidelines

**Telephone**:

- Have working knowledge of the telephone system, during and after hours

**Other Tasks**:
Ensure building security - have thorough knowledge of doors/windows/alarm
- Any other tasks allocated by managers

**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 maintainin