Clinical Administration Lead

**JOB TITLE: Clinical Administrator Lead**

**REPORTS TO: Deputy Practice Manager**

**HOURS: As Per Contract**

**Job Summary**

Rosedean Surgery is looking for an organised and self-motivated administrator who has an eye for detail and is able to work using strict protocols and guidelines. This is a pivotal role as part of the management team. There are opportunities for personal development.

The post holder plays an important role in providing support to the smooth running and efficiency of the Clinical Administration Team. The post holder will be responsible for ensuring that the Clinical Administration Team workload is managed efficiently and effectively, will oversee protocols and policies for processing patient data and ensure the Clinical Administration Team follow them and are made aware of any updates.

The role has an important interface with patients and their families as well as the clinical and non-clinical teams.

**Duties and Responsibilities of Post**

The duties and responsibilities to be undertaken include the items in the following list. Duties may be varied from time to time under the direction of the reporting manager or Partners dependent on current and evolving workload and staffing levels:

- To provide support and encouragement to the Clinical Administration Team
- To ensure that the team is sufficiently staffed and maintain a staff rota
- To raise any concerns regarding workload / staffing to Practice Management as soon as practically possible
- To maintain strict confidentiality of data at all times.
- To ensure that data entry on the clinical system is accurate and complete at all times
- To organise and maintain manual and electronic filing systems within the teams. This relates to extracting the data from various correspondences the surgery receives.
- To administer the call/recall systems, appointments
- To process data on clinical administration systems such as Open Exeter / Docman, as required.
- To assist the administrative team in Referral Management System and liaising with patients, hospitals and other professionals in the wider health community. To be able to access the letters from various hospitals and other services at doctor’s request.
- To assist the Practice Manager with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To assist with the clinical team in following specific protocols and clinical coding requirements
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- 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 team during periods of sickness and annual leave.
- To receive and dispatch mail and maintain a pending system.
- To be flexible as new items come along in the changing NHS.

**Management of appointment system**
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record

**Administrative support**
- Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
- Cytology
- Pathology results
- Other GMS, contract or private service administrative requirements
- Immunisation recalls (excluding childhood immunisations)
- Summarising records
- Appointment scheduler and associated rotas
- Meeting minutes (when requested)

**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 implement and lead on the full range of promotion and management their own and others’ health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual,