Practice Administrator

Didsbury Medical Centre

JOB DESCRIPTION - PRACTICE ADMINISTRATOR

Hours of work: 37.5 hours (full time) Monday - Friday

Responsible to: Deputy Practice Manager

Location: Didsbury Medical Centre

General Job Summary:
To provide a wide range of administrative support within the Practice to facilitate safe, effective and efficient patient care to the Practice population. To work closely with other members of the team to ensure that all duties are completed in a timely manner. To communicate effectively with the Practice population providing good customer service.

Main duties and responsibilities are summarised below:
Safeguarding:

- The postholder will ensure they are conversant with Safeguarding Policy and local safeguarding leads.
- The postholder will where appropriate refer vulnerable Adults & Children through the appropriate safeguarding process where concerns are raised or evident.
- The postholder will seek advice from the Safeguarding Lead where any concerns are identified about any patient in their care or reported to them.
- The postholder will ensure they are conversant with the practices GDPR/Data

Protection Policy

**Duties**:

- Respond to patient queries and request for assistance from patients.
- Book appropriate appointments on the practice computer system.
- Ensure patient confidentiality at all times.
- Explain practice arrangements and formal requirements to new patients seeking to register with the practice and to those seeking temporary care.
- Ensure any relevant documents / forms for new registrations are completed accurately and are entered accurately on to our computer system.
- Advise patients of relevant charges for private services, accept payment, issue receipts and record transaction.
- Take non-urgent messages using the normal message-taking system and notifying the relevant clinician.
- Ensure that ALL contacts with patients are documented on the computer system where appropriate.
- Contact patients, when advised, asking them to make an appointment with the relevant healthcare professional.
- Give results of investigations to patients as per practice system and protocol.
- Ensure familiarity with EMIS web appointment system, including regular and incidental variation.
- Monitor effectiveness of system and report any problems to Admin Manager.

Management of medical records:

- Ensure confidentiality of all records.
- Retrieve and return any manual medical records as requested by clinicians and ensure that these are filed when on site in strict alphabetical order
- Contact contractors responsible for medical record storage and arrange delivery or return of records as requested.
- Ensure relevant entries are made on the computer.
- Summarise new patient records and enter appropriate coded data into patient’s computer record.
- Ensure that medical record remains complete when a patient transfers to a different health care provider by making sure paper printouts of computer record (including scanned in documents) are filed in patient paper notes.
- Coordinate requests from third parties for medical reports or copies of notes, liaising with GP and records storage, if needed. Check payment for this work and keep records for Office Manager (for Governance/Finance).

Results and post management
- Correspondence, paper reports and paper results (if not received electronically) are scanned into computer records, in accordance with practice systems
- Any actions via Docman and mail manager are followed up and logged when completed
- Inform patients of test results as per protocol (see relevant SOP) and arrange follow up tests/appointments as required
- Scan and action documents accordingly including coding and workflowing.
- Action electronic documents accordingly including coding and workflowing.

Operation of the Computer:

- Always use own NHS smart card and password.
- Ensure confidentiality of all records.
- To record and retrieve information for practice activity.
- To follow correct procedure for reporting technical problems with the system.
- Issue authorised repeat prescriptions on request from patient or patient’s nominated representative as per practice protocol.

Training:

- To attend Practice meetings and Protected Learning Time.
- To fulfil mandatory training e.g. Basic Life Support, Information Governance and any other identified by Office Manager (e.g. fire safety, Safeguarding)

Flexibility:

- Cover the work of colleagues during periods of annual leave and/or sickness in other clerical areas of the practice.
- Request annual leave in advance from Manager, according to the practice protocol.
- In case of sickness, to inform Manager as soon as possible that absence is likely.

Data Protection
It is a requirement that the post-holder follows the practice’s security procedures and that confidential information for example, passwords, are not communicated to unauthorised individuals.

Health and Safety
All employees are required by Section 7 of the Health and Saf