Healthcare Administrative Officer

Job Summary
The post-holder will be a key member of the administrative team, responsible for delivering a wide range of support functions essential to the smooth and effective running of the GP practice. This varied role includes responsibilities across all core areas of practice administration, such as medical secretarial duties, clinical coding, summarising, QOF support, prescriptions, patient registration, and general office tasks.

Working closely with clinical and non-clinical staff, the post-holder will contribute to the accuracy and quality of patient records, efficient handling of communications and referrals, and maintenance of systems that support high-quality patient care. The role also includes supporting the Practice Manager and IT/Data Administrator with administrative processes and providing reception cover during periods of high demand or staff absence.

Primary Responsibilities

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

· To support the Data and Systems Co-Ordinator in recalling patients to appointments

· To support the Data and Systems Co-Ordinator in reaching targets within the QOF and CEIF contracts

· To support the administration team.

· To complete scanning and filing of patient documentation

· To complete summarising of patient records

· Answer script queries via telephone.

• To provide support to the administration team / Practice Manager including tasks such as:

· Scan and file correspondence

· Shred confidential correspondence in accordance with practice protocol

· Use clinical system to identify patients requiring annual checks, and send invitations

· Answer telephone calls and either deal with the query or pass on to the appropriate person

· Initiate calls in order to resolve outstanding actions

• To provide an efficient typing of letters, reports, patient referrals, minutes, memorandums, etc.
• Be responsible for admin tasks as required.
• To be responsible for all medical/insurance reports and keeping appropriate records

· Ensure all referrals are completed in an accurate and timely manner

• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist the completion of medical/insurance records.
• File or scan patient records and correspondence in patient medical records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To maintain the computer clinic system in an accurate and secure manner.
• In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.
• To receive and dispatch mail – taking to post office as required
• To ensure regular backups of all files as necessary.

· Process repeat prescription requests received by phone, email, post, folder slips and the online access system, in accordance with practice protocol

· Produce prescriptions for the GP to sign in an acceptable timeframe

· Distribute medicines management to ensure all prescription requests are processed and are ready for collection within a 72-hour timeframe

· Generate requests for medication on behalf of the patient for non-repeat items

· Actively encourage patients to reconcile medications to facilitate monthly collections

· Discuss with patients their requirements, encouraging patients to order only what they require

· Act upon compliance issues, liaising with the appropriate clinician

· Effectively liaise with external services i.e. district nurses to ensure medicaments are arranged for housebound patients

· Deal with all prescription related enquiries in a timely manner

· Record and report adverse effects accurately and appropriately, informing the relevant clinician immediately

· Carry out system searches as requested

· Actively identify ways to improve efficiency prescribing process.

· Maintain a clean, tidy, effective working area always.

Additional Roles & Responsibilities

To provide patients with an efficient and effective telephone-based reception service which includes:

· Making patient appointments (same day, routine and cancellations)

· Allocation of triage appointments

· Giving routine test results

· Taking home visit requests

· Passing emergency calls i.e. chest pain/stroke to duty doctor

· General enquiries

· Resolving issues

· Complaint management and resolution

· Prescription queries

· Appointment and clinic changes

· To complete all associated administration in an accurate and timely manner

· To provide outstanding customer care always, both internally and externally

· To have a thorough knowledge of all Practice procedures.

· To work in accordance of written protocols.

· To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

· To provide cover for members of the practice team as required.

· To assist with the gathering of statistics and information when required.

· To adapt to the needs of the Practice where required.

· Work pro-actively in managing change in own speciality to improve practice and health outcomes.

· To work flexibly to ensure that the practice has cover between the hours of 0800-1830.

· This job description is not exhaustive and may be adjusted periodically to reflect the on-going changes in practice.

· To assist the Admin Manager, Deputy Practice Manager and Practice Manager with all clerical and administrative duties as requested.

· To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

· To provide cover for members of the practice team as required.

· To assist with the gathering of statistics and information when required.

· To adapt to the needs of the Practice where required, for example, covering reception when necessary.

· Work pro-actively in managing change in own speciality to improve practice and health outcomes.

· To work flexibly to ensure that the practice has cover between the hours of 0800-1830.

· This job description is not exhaustive and may be adjusted periodically to reflect the on-going changes in practice.

· Any other duties considered appropriate to the role of Medical Secretary as requested from time to time by the IT & Secretarial Lead or Practice Manager.

Job Type: Full-time

Benefits:

• Company pension

Schedule:

• Monday to Friday

Application question(s):

• Do you have NHS experience?
• Do you have Primary Care Experience?

Work Location: In person