General Medical Administrator in Sandbach

We are currently recruiting for General Medical Administrators to join our growing and enthusiastic team of administrators here at Ashfields Primary Care Centre in Sandbach. These are dual roles, where your working hours are split between working in either Reception and Secretarial Team or Reception and Care Coordinator Team. We have two dual role vacancies, both at 32 hours a week. One of the roles includes Saturday working, please only apply if you are able to work a Saturday. We also are looking to recruit to a part time vacancy within our Reception Team for 24 hours.

Main duties of the job:

• You will support the larger administrative team in delivering excellent care to over 28000 patients.
• The General Medical Administrator roles will cover the Reception, Care Coordinator and Medical Secretary Teams.
• Within our Care Coordinator Team your main duties will be supporting the wider clinical team involving project work, supporting with clinical administrative tasks such as following up referrals, signposting patients to external support groups and services and much more.
• The care coordinator role is varied and requires adaptability to work on various tasks throughout the day.
• Within the Secretarial team your main duties will include typing and sending referral letters to secondary care and community services, assisting with the coordination of insurance reports, PIP forms, DVLA forms and Firearms certificates, and liaising with secondary care with regards to patient referrals and appointments.
• The secretarial role requires good IT skills, attention to detail and the ability to manage a high administrative workload.
• Within the Reception team your main duties will include covering the phones in our phone room to book appointments and assist with patient queries, covering the front desks to check patients in and deal with any over the desk correspondence and complete any other administrative tasks that are required within the reception team.
• Our receptionists are required to be fast thinking to answer multiple different incoming queries, patient and be a great team player.

About us:

Ashfields is a large GP Practice based in Sandbach looking after around 28500 patients. We have a cohesive Clinical and Administrative team to be able to provide a versatile and accessible service for all. We are a progressive teaching practice and are highly involved in our local Primary Care Network. We encourage training and development, we strive to provide excellent patient care, and are happy to achieve high patient satisfaction scores.

Job responsibilities:

• Work collaboratively with GPs and other primary care professionals to proactively identify and manage a caseload, which may include patients with long-term health conditions, and where appropriate, refer back to other health professionals within the practice or PCN.
• Ensure regular and consistent communication with the referrer regarding patient progress and any complications or guidance.
• Raise awareness of health promotion and NHS health checks in practices.
• Support national screening programmes.
• Monitor referrals to ensure tasks are completed and care delivered by keeping in regular telephone contact.
• Direct liaison with multi agencies to coordinate care for patients, including care homes.
• Refer to Social Prescribing Link Workers where a patient is identified as potentially benefitting from this service, including lifestyle, training, employment and access to appropriate benefits where eligible.
• To support patient/carer contact roles, and collate patient and carer feedback on their experiences.
• Support Quality and Outcome Frameworks (QOF) and other Direct Enhanced Service (DES) specifications.
• Maintain and develop engagement with all practice staff and encourage best practice.
• Act as the first port of call for patients, in their caseload in relation to their care.
• Bring together all of a person's identified care and support needs, and explore their options to meet these into a single personalised care and support plan (PCSP), in line with PCSP best practice.
• Help people to manage their needs, answering their queries and supporting them to make appointment(s).
• Raise awareness of shared decision-making and decision support tools, and assist people to be more prepared to have a shared decision-making conversation.
• Ensure that people have good quality information to help them make choices about their care.
• Support people to understand their level of knowledge, skills and confidence their Activation level when engaging with their health and wellbeing, including using the Patient Activation Measure.
• Assist people to access self-management education courses, peer support or interventions that support them in their health and wellbeing.
• Explore and assist people to access personal health budgets where appropriate.
• Provide coordination and navigation for people and their carers across health and care services, alongside working closely with social prescribing link workers and other primary care roles.
• Support the coordination and delivery of multi-disciplinary team meetings.
• Participate in any training programme implemented by the practice as part of this employment.
• Conduct follow-ups on communications from hospital in-patient and out-patient services.
• Support practice to keep care records up-to-date by identifying and updating missing or out-of-date information about the person's circumstances.

Secretarial Duties:

• Accurately process and send referrals via the NHS e-Referral Service, ensuring all necessary clinical information is included. Monitor and track referral progress and follow up as needed to ensure timely patient care.
• Complete and return medical reports for insurance companies in line with legal and practice protocols. Process Subject Access Requests in accordance with GDPR and data protection regulations. Redact confidential third-party or non-relevant information where appropriate.
• Work closely with GPs, nurses, consultants, and other healthcare professionals to support patient care and documentation needs. Act as a point of contact for external providers and respond to administrative queries efficiently.
• Manage incoming and outgoing correspondence, ensuring accurate documentation and prompt responses. Maintain patient records and update clinical systems with relevant information.
• Handle all information with the highest level of confidentiality and professionalism. Ensure compliance with data protection, clinical governance, and organisational policies.
• Type clinical correspondence and documentation from digital dictation, ensuring accuracy, correct formatting, and use of medical terminology. Prioritise urgent dictations and ensure timely completion.

Reception Duties:

• Maintaining and monitoring the practice appointment system.
• Process personal, telephone and e-requests for appointments.
• Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
• Signpost patients to the correct service.
• Initiating contact with and responding to, requests from patients, team members and external agencies support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
• Action incoming emails when necessary.
• Photocopy documentation as required.
• Data entry of new and temporary registrations and relevant patient information as required.
• Input data into the patients healthcare records as necessary.
• Carry out system searches as requested.
• Monitor and maintain the reception area and notice boards.
• Support all clinical staff with general tasks as requested.
• Communicate verbally with patients, other agencies, other members of the Primary and Secondary Healthcare Teams, and practice staff, receiving and relaying messages in a courteous and efficient manner, deciding upon the appropriate course of action.
• Maintain up to date skills and knowledge, and an awareness of patient-led service issues.
• Plan and prioritise office workload, take appropriate steps to manage incoming and outgoing requests according to agreed timescales and deadlines.

Person Specification:

• Experience of working with the General Public.
• Experience of administrative duties.
• Experience of working within a healthcare setting.

• Educated to GCSE level or Equivalent.
• GCSE Mathematics and English grade C or above (or equivalent).
• AMSPAR Receptionists Qualification.

• Excellent communication skills both written and oral.
• Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software.
• Ability to work as part of a team and autonomously.
• Ability to follow policy and procedure.
• Problem solving and is able to use initiative.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.