Gp Administrator

**MAIN PURPOSES OF POST**
- To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS).
- To be responsible for the read-coding of relevant information into the patient’s electronic healthcare records on SystmOne clinical system, adhering to the practice coding policy. In addition, the post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.

**SKILLS**

**ESSENTIAL**

Educated to GCSE level or equivalent

Experience of working with the general public

Excellent communication skills (written and oral)

Strong IT skills

Clear, polite telephone manner

Competent in the use of Office and Outlook

Effective time management (Planning & Organising)

Ability to work as a team member and autonomously

Good interpersonal skills

Proven problem solving & analytical skills

Ability to follow policy and procedure

Polite and confident

Flexible and cooperative

Excellent interpersonal skills

Motivated and proactive

Ability to use initiative and judgement

Forward thinker with a solutions focused approach

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Confident and resilient

Flexibility to work outside of core office hours

Disclosure Barring Service (DBS) check

Maintains confidentiality at all times

**DESIREABLE**

GCSE Mathematics & English (C or above)

NVQ Level 2 in Health and Social Care

**PRIMARY RESPONSIBILITIES**

The following are the core responsibilities of the Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Administrator is responsible for:

- Overseeing the administrative elements of QOF, liaising with GPs, Nursing staff and receptionists
- Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records, ensuring the team meet Practice timescales standards
- Accurately read-coding data on SystmOne into the patient record
- Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
- Processing documents reviewed by clinicians and actioning comments as appropriate
- Reviewing group and staff specific patient documents in SystmOne ensuring they have been assigned appropriately
- Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
- Managing all administrative queries internally and externally as necessary in an effective manner
- Supporting all clinical staff with general administrative tasks as required
- Processing sick note requests ensuring relevant questionnaires are sent to patients for completion
- Managing SystmOne Workflow ensuring all tasks, sick notes and letters are distributed to relevant clinicians as per Practice protocol
- Processing incoming pathology/radiology results, ensuring they are filed where appropriate or referred to the relevant clinician
- Processing FIT requests ensuring pathology form is sent of in a timely manner
- Typing letters, reports and associated documentation as required
- Processing requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
- Supporting the GPs with the Medical Reports
- Inputting and extracting data as required to support practice reports
- Inputting data into the patient’s healthcare records as necessary
- Processing referrals via the electronic referral system (ERS) to external agencies such as secondary care
- Maintaining an accurate referrals database
- Sending Advice and Guidance (A&G) letters via the electronic referral system (ERS) to external agencies such as secondary care, and chasing responses
- Submitting Transferring Care Safely (TCS) concerns via PRISM and chasing responses
- Assisting with Care Home ward rounds as per Practice protocol
- Managing End of Life (EOL) / Palliative Care patients, booking appointments and ensuring monthly reviews are arranged
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Actioning eworkflows as per Practice protocols
- Actioning and reviewing tasks
- Reviewing group and staff specific tasks in SystmOne ensuring they have been assigned appropriately
- Actioning and reviewing Online Consultation Solution (Accurx) requests and responses, actioning appropriately
- Processing of incoming and outgoing mail
- Actioning and reviewing