Medical Administrator

**GROVE HOUSE SURGERY**

**JOB DESCRIPTION**

**Job Title**: Medical Administrator

**Reporting Manager**: Admin Team Leader

**Responsible to**: The Partners, Practice Manager, Admin Manager

**Hours Of Work**: TBC

**Purpose of Work**

You will provide general administrative support to the Doctors, Health Professionals and Practice Management. This will involve general administrative tasks including word processing, electronic filing and communication administration.

You will liaise with Patients, Hospitals, Agencies and people inside and outside the service. You will represent the surgery at all times in a calm, courteous and efficient manner and demonstrate good customer skills.

**Main Duties**

1. Processing clinic letters, hospital discharges and other clinical correspondence into patient’s records.

2. Processing of incoming breast / cervical screening recalls and abnormal screening/coding.

3. Processing Bowel Screening normal and abnormal reports.

4. Processing AAA normal and abnormal Abdominal Aortic Aneurysm letters.

5. Processing Diabetic Retinopathy letters, coding and forwarding for referrals by the Clinical Team.

6. Summarising and coding of new patient records and coding entries.

7. Sending and retrieving new patient records on IM (Iron Mountain) - our archive storage company.

8. Processing Temporary Residents forms once expired, for return to PHSE (Public Health Services England).

9. GP2GP import Degrades, correcting coding errors from importing patient records electronically.

**Admin Duties**
- Liaising with the Admin Team Leader on daily work targets, providing support to the Admin team with work demand on a daily basis.
- Providing general assistance to the Practice team Processing post / correspondence received, dealing with urgent requests (e.g. e-consults, deaths etc.), in a timely manner as stated by practice procedures, including electronic and paper items.
- Processing patient screening reviews, composing letters, and making appointments where appropriate.
- Updating patient medical records data when required.
- Answering patient Admin queries either in person or by telephone.
- Assist other members of staff / departments when necessary.

**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 accordance with GDPR.

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.

**Information governance processes**

The practice is registered under the Data Protection Act 1984. The post holder will comply with the Data Protection Act and the Access to Health Records Act and the practice policies regarding information governance at all times. You must not at any time use the personal data held by the practice for a purpose not described in the Register entry or disclose such data a to a third party. If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact your line manager.

Ensure full and accurate recording in the patient's computerised records.

Maintain confidentiality of information relating to patients, relatives, staff and the practice.

Take necessary precautions when transmitting information.

Complete any other training relevant to the role.

**Health & Safety**

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & Safety Policy, to include:
Using personal security systems within the workplace according to Practice guidelines.

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Reporting potential risks identified.

**Equality and Diversity**

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legisla