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Administrator - Radyr Medical Centre

2 months ago

Cardiff, United Kingdom GP Practice in Wales Full time

Job summary

An exciting opportunity has arisen for a NEW Band 3 Medical Administrator, hrs per week at the medical practice. We require a motivated and enthusiastic Medical Administrator, to join this well-established medical practice. We are a teaching and training practice with six GP partners and an increasing list size of approximately 10,800.

Our administration team provides a friendly professional service to patients, visitors and staff. Our values and behaviours are at the heart of everything we do, and the Practices values and behaviours drive a culture of openness and candour, where staff are listened to and where patients come first.

The post holder will support the Practice by undertaking a range of administrative tasks in relation to the day-to-day running of the practices office area. The post holder will be first point of contact for staff, patients and other health professional. The successful candidate should be confident able to work under pressure and have the ability to communicate with staff all levels to ensure seamless care to patients.

Applicants should be able to demonstrate strong interpersonal and communication skills. Excellent IT and organisational skills are also vital to this position. Knowledge of a GP practice software package would be an advantage. Applicants should also be able to priorities workloads in order to meet deadlines with a customer focused approach.

Main duties of the job

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies. Carry out the duties described in a courteous and helpful manner and in the best interest of the practice and its patients.

To ensure that information is accurately entered on the system and that all activities are carried out in the best interest of the practice and it patients.

At all times to recognise the need for confidentiality when dealing with the medical records for our patients.

About us

We are based in the heart of Radyr village and have a patient list size of over 10,800. We have a dedicated team of GP Partners, Salaried GPs, GP Registrars, Practice Nurses, Health Care Assistants, Cluster Pharmacists, Administration and receptionist teams. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.

Job description

Job responsibilities

The duties and responsibilities outlined below are indicative only and are intended to give a range of the type of duties that will be allocated. These may change in light of development within the practice and service demands and are subject to review from time to time.

Management of appointment system

Maintain working knowledge of the appointment system times of all clinics, duration of appointments, knowledge of computer system, doctors rotas, and procedures for booking routine and urgent appointments.

Book appointments accurately and appropriately, initialling data entries.

Monitor daily available appointments and report any overload to supervisor as appropriate. Ensure sufficient appointments are blocked off for urgent and triage appointments.

Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills.

Management of medical records and administration

Ensure medical records are kept accurately in alphabetical order, in easily retrievable fashion and kept tidy.

Retrieve and re-file records as required by team/clinical/admin staff.

Carry out scanning of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient record.

Archive all scanned records as per practice policy.

To ensure that information is accurately entered onto the computer and that all activities are carried out in the best interest of the practice and its patients.

At all times to recognise the need for confidentiality when dealing with the medical records of our patients. In addition, you will abide by all requirements of GDPR as it shall relate to the Practice and the patients of the practice

Ensure efficient storage of scanned letters for confidential destruction.

Supporting the registration and deductions process

To process new patient registrations, temporary residents and immediately necessary forms

To ensure when patients medical notes arrive from Shared Service Partnership that they are organised and put in order.

GP links Process any amendments to patient records that come via Shared Services Partnership

To ensure accurate computer entry of records for change of addresses

List deductions and additions.

To process FP69s in accordance with practice policy

GP2GP transfers

Administrative and clerical duties

Have a thorough knowledge of all practice procedures.

Work in accordance with written protocols.

Processing and distributing the mail, ensuring it is dealt with efficiently and forwarded to the correct person.

Computer data entry / data allocation; processing and recording information in accordance with practice procedures.

Scan post onto electronic medical records on a daily basis.

Enter read coded information onto clinical database.

Fax and photocopy as requested.

File back records after session when required.

Information technology and audit duties

Maintain working knowledge of computer clinical system, reporting any problems to Practice Manager / Assistant Practice Manager

Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills.

Telephony

Have working knowledge of telephone system, during and out of hours.

Handle telephone enquiries for appointments.

Operate the switchboard efficiently, ensuring all calls are diverted appropriately.

Accept, accurately record and distribute messages for doctors, nurses and other member of staff.

Enter request for home visits onto computer system and where necessary refer to doctor.

Contact patient regarding results of tests and other relevant issues in accordance with practice guidelines.

Personal/professional development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Person Specification

Additional Criteria

Essential

Compassionate Exceptional interpersonal skills with the ability to communicate effectively with patients, carers and relatives remaining sensitive and empathetic Listens to others views respecting and valuing individual patient needs Professional and patient focussed approach with inspirational skills, acting as a role model to colleagues and junior staff members Excellent organisational skills, ability to manage own time and plan timed activities for staff and patients Ability to recognise and mange challenging situations in a calm and professional manner Able to take instruction and direction and work effectively as part of a team Ability to produce accurate work to a deadline Attention to detail IT skills in Microsoft Excellent verbal and written communication skills Decision making skills, able to manage own workload without supervision to meet demanding targets Ability to use own judgement, in dealing with sensitive issues and confidentiality Verbally articulate Good telephone manner Effective record keeping To liaise with external organisations and hospital Enthusiastic and self motivated Compassionate open minded, treat colleagues, patients, carers and relatives with dignity and respect Intuitive and caring nature To be able to demonstrate an awareness and responsibility whilst recognising the impact frequent exposure to distressing circumstances has on care and compassion. Flexible and adaptable to meet the needs of the practice and the patients Sympathetic and considerate towards patients, carers and relatives Act in ways that support equality and diversity Team player Good organisational skills Working on own initiative Flexibility to provide cover during period of sickness and leave

Desirable

IT skills in Healthcare computer packages Team building skills Welsh Speaking

Qualifications

Essential

A good standard of education with 3 GCSEs or equivalent Computer literacy, IT Qualifications, ECDL or equivalent Excellent communications and administration skills Experience of IT Packages Familiar with Microsoft Office, e-mail and database

Desirable

NVQ Level 2 in Administration or Customer Service or equivalent

Experience

Essential

Previous experience of working in the NHS or similar environment Goof understanding of NHS policies Dealing with public Dealing with anxious patients and patients with challenging behaviours First initial contact for patient care and support Organising and dealing with payments Microsoft Office package

Desirable

Knowledge of Medical Terminology Knowledge of dealing with medical records Knowledge of patient management System and Data Entry Understanding Welsh Government targets Understanding of patient pathway management or Care Navigation