JOB DESCRIPTION
JOB TITLE:PRACTICE ADMINISTRATOR
JOB HOLDER:………
RESPONSIBLE TO:THE GENERAL PRACTITIONERS IN PARTNERSHIP
UNDER SUPERVISION OF:ASSISTANT PRACTICE MANAGER
MAIN PURPOSE OF THE JOB:
To provide a comprehensive administration service to the Practice using the EMIS medical information system, electronic referrals, Choose and Book, Docman, Microsoft Word, Excel and E-mail. To also provide a point of contact for patients and act as a focal point of communication between patients, doctors, nurses and other staff.
Requirements of the post:
- To become competent in all core admin team competencies.
- To become competent in core reception team competencies.
- Keep abreast of changes within the Practice and other agencies we work with by reading update e-mailsand other information which is shared via e-mail, hard copy or at meetings.
- Ad hoc projects for Partners or Management Team as required.
- Provide cover for colleagues in their absence.
- Adhere to practice policy in respect of preserving patient confidentiality at all times.
- Such other duties as agreed with the Partners/Practice Management.
Duties:
- Process and despatch NHS and private referrals and fast-track referrals.
- Use of all appropriate practice systems as detailed in the job purpose.
- Regularly check and action all emails and tasks.
- To act as a point of confidential liaison between doctors, patients and internal and external staff. To take and communicate messages and take any necessary actions as required.
- Summarise, file and maintain patients’ notes and records and complete coding when needed.
- Allocate bloods and tasks to clinicians, action discharges and process smears.
- Handle general enquiries and make new and follow-up appointments and check-in patients via the computerised system.
- Assist with daily set-up including turning on all PCs and printers and ensuring all information boards and door names are correct.
- Enter results, prepare repeat prescriptions,undertake scanning and open and distribute mail as required.
- Record requests for home visits and extract medical records for home visits with appropriate summary printout and hospital letters.
- Production of miscellaneous letters on behalf of practice management, doctors and other staff.
- Raise any invoices as required and take minutes or create agendas for meetings when needed.
- Assist with the processing of Solicitors’ requests for copies of patient records when necessary.
- Miscellaneous tasks including scanning, photocopying, faxing, sending post and file management.
Confidentiality
In the course of your duties you may have access to confidential material about patients, members of staff or other health service business. On no account must information relating to identifiable patients be divulged to anyone other than authorised persons, for example medical, nursing or other professional staff as appropriate, who are concerned directly with the care, diagnosis and/or treatment of the patient. If you are in any doubt whatsoever as to the authority of a person or body asking for information of this nature, you must seek advice from the Practice Manager. Similarly, no information of a personal or confidential nature concerning individual members of staff should be divulged to anyone without the proper authority having first been given. Failure to observe these rules will be regarded by your employers as serious or gross misconduct which could result in disciplinary action being taken against you.
Health and Safety/Security
It is the duty of every employee to work in such a way that accidents to themselves and to others are avoided and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will therefore refer any matter of concern to the Practice Manager. Similarly, it is each person's responsibility to ensure a secure environment and bring any breaches of security to the attention of the Practice Manager.
Date of last review:March 2018
N:\Job Descriptions\job description Practice Administrator Fiona Goodchild.doc