Medical Administrator

Job summary

If you enjoy working in a busy environment and in a role that has plenty of opportunities to help people this is the job for you. We are increasing our reception/admin team and are looking for individuals who are great communicators, enjoy challenges and are hard working.

Successful candidates will be taking care of front of house by meeting and greeting patients, colleagues and visitors.

You will also be part of the team answering busy phone lines and email enquiries and providing support to our clinical team helping them manage their daily tasks.

You will need to be comfortable working as a member of the team and also, for some of the time, working autonomously.

Appropriate office attire is expected at all times and uniform blouses/shirts will be provided

Main duties of the job

Successful candidates will be able to work a variety of shifts.

Experience in using multiple Information Technology (IT)packages would be ideal, but as a starting point we are looking for people with a proven track record in using Microsoft Office software and email.

Team members need to be able to multi-task; take down and pass on information clearly and accurately and possess a calm approach when carrying out their duties.

About us

We are a busy practice set in the Bannau Brycheiniog (Brecon Beacons) National Park, made up of 7 doctors; 5 nurses and 2 Healthcare Assistant.

The reception/admin team are 10 in total and are the "engine room" of the practice. The team care passionately about helping the doctors, nurses and patients and we work hard to complete our busy daily agenda of tasks whilst trying to have some fun along the way

Job description

Job responsibilities

Job Summary

To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

KeyTasks:

Welcomepatients and visitors to the Surgery in a courteous manner projecting apositive and friendly image

Providinggeneral information, assistance and direction to patients in assessingappropriate services

Answeringthe telephone and transfer calls to the appropriate healthcare professional

Processingpersonal and telephone requests for appointments, visits and consultations

Maintainingand monitoring the practice appointment system as per the practice protocol

Registeringnew patients and ensuring all necessary information is obtained and enteringelectronically including identification checks

Updatingpatients medical records as required

Filing,emailing, photocopying and scanning organisational documents and records

UsingDocman (patient document management system) to scan and code correspondence

Facilitatingeffective communication between patients, members of the extended health careteam and visitors

Processingrepeat prescriptions in accordance with practice guidelines

Checking,filing and issuing prescriptions to patients and resolving any issues patientsmay have in relation to a prescription request

Assistingin typing referrals and reports together with processing referrals through thee-referral system

Assistingin processing non-NHS work such as insurance reports

Reportingany problems with the premises, medical equipment or running of the practice tothe Manager

Ensuringreception areas, noticeboards, entrance remains tidy and welcoming

Followingpractice policies, procedures and protocols

Undertakingany other administrative duties that may arise from time to time to assist inthe smooth running of the practice

Abidingby all legislation in relation to patient information, data protection andconfidentiality

Thislist is not exhaustive and gives a broad flavour of what type of work can beexpected to be carried out in a GP surgery.

Confidentiality

Inthe course of seeking treatment, patients entrust us with, or allow us togather sensitive information in relation to their health and other matters.They do so in the confidence and have the right to expect that staff willrespect their privacy and act appropriately

Inthe performance of the duties outlined in this Job Description, the post holdermay have access to confidential information relating to patients and theircarers, -Practice staff and other healthcare workers. They may also haveaccess to information relating to the Practice as a businessorganisation. All such information from any source is to be regarded asstrictly confidential

Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice many only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data

Health& Safety

Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the Practice Health & SafetyPolicy, to include:

Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks

Makingeffective use of training to update knowledge and skills

Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazards

Reportingpotential risks identified

Equalityand Diversity

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues to include:-

Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with Practice procedures and policies and currentlegislation

Respectingthe privacy dignity, needs and beliefs of patients, carers and colleagues

Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings, priorities and rights

Personal/ProfessionalDevelopment

Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:

Participationin an annual individual performance review, including taking responsibility formaintaining a record of your own personal and/or professional development

Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work

Attendanceat Protected Learning Team events

Person Specification

Qualifications

Essential

Essential Educated to GCSE level or equivalent

Desirable

Desirable GCSE Mathematics & English (C or above)

Experience

Essential

Essential Experience of working with the general public

Desirable

Experience of administrative / receptionist duties Experience of working in a health care setting

Knowledge & Skills

Essential

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 Problem solving & analytical skills Ability to follow policy and procedure

Desirable

Knowledge of using EMIS Web

Personal Qualities

Essential

Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure

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