Medical Administrator

30 hours over 5 days. Will consider job share opportunities.

**Job Summary**

To be responsible for the provision of an efficient, comprehensive Data, secretarial and administrative support service to the Practice.

To undertake these duties without direct supervision, working within broad procedural guidelines.

To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.

To ensure that complaints which cannot be swiftly resolved to the patient’s satisfaction be referred to the Practice Management Team.

Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patient’s confidentiality.

Promote the values and ethos of the practice included in our mission statement.

**Key Responsibilities**

Undertake general and Medical Administrator duties for the Management team as required including:

- Ensure you are fully operational at your workstation for the start of your shift.
- Be able to undertake the open and closing down procedures of the Practice.
- To take messages for GP’s from patients and other agencies.
- To attend all relevant meetings and training sessions as required.
- To maintain filing administrative systems so that written or computer information is easily accessible and secure.
- To receive and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with queries.
- To maintain the computer clinic system in an accurate and secure manner.
- To provide cover for other team members during periods of sickness and annual leave.
- To maintain adequate supplies of office and patient stationery in order to perform your duties.
- Ensure an effective and efficient service is provided to patients and any other visitors to the practice updating the Visit Book and Confidentiality sheets.
- Scanning and recording all visitor sheets and confidentiality sheets in an auditable manner.
- Deal with all general enquiries, explain procedures and make new and follow-up appointments.
- Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
- Receive and make telephone calls as required. Dealing with patient enquiries and investigation results i.e. Blood tests, and take messages, ensuring accuracy of detail and prompt appropriate delivery i.e. urgent results to on-call Doctor.
- Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details and refer to on-call Doctor.
- Action all prescription requests via EPS and non-EPS and ensure that they are ready for collection by the patient within 48 hours.
- Read code new diagnosis and results.
- Summarize new patient records from paper records and GP2GP generated records.
- Check the patients review dates on prescription requests and contact the patient if overdue.
- Prepare lists for all surgeries and clinics held, for the following day as a backup in the event of computer failure.
- Inform patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
- Make sure the petty cash float is accurate and appropriate change - report to the Practice Management Team monthly to give receipts and cash flow information.
- Enter patient information on to the computer as required.
- Familiarize new protocols in order to sign post patients for the best treatment and service for them.
- Action and record requests for ambulance transportation.
- Update patient computer records and notes correspondence details.
- Retrieve record and re-file records as required, e.g. PMA reports, Solicitors request.
- Record insurance and solicitor notes request in the correct manner (refer to protocol)
- Ensure that all new patients are registered onto the computer system promptly and accurately.
- Integrate forms into Emis Web.
- Scanning via Docman, Emmis web and Microsoft.
- Provide an efficient audio, copy typing and word processing service for the GPs and Health professionals as required. This includes the typing of letters, reports, patient referrals, minutes of meeting, memorandums etc. with relevant READ coding in an accurate and quality manner.
- To assist with the gathering of statistics and information required if choose and book.
- Have the knowledge of third-party information in patients’ medical notes regarding solicitors request for information.
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