Bank Administrator

The Administrator will play a pivotal role in supporting the smooth and effective operation of East Croydon Medical Centre by performing a wide range of administrative tasks.

Main duties of the job

This role requires proficiency in Docman tasks & coding, EMIS, summarising medical records, patient registrations, and various other administrative responsibilities essential to the healthcare environment.

About us

East Croydon Medical Centre is centrally located in the fast developing town of Croydon with its many transport links.

The practice cares for 25,000 patients from a diverse population.

We are a large, hardworking General Practice with a multi-disciplinary Team which includes Pharmacists, Practice Nurses, Healthcare Assistants, Physician Associates, GPs, along with a supportive and experienced administrative Team. We enjoy and feel positive about modern General Practice but also strive to ensure a healthy home/work balance. We are active members of our Primary Care Network and support the ethos behind this.

Job responsibilities

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

• Efficiently manage and process medical documents using DOCMAN software.
• Accurately code and categorise patient records in compliance with relevant guidelines.
• Utilise EMIS software for patient records management and scheduling.
• Ensure data accuracy and update patient information as necessary.
• Listen to and transcribe doctor\’s notes and recordings, creating typed letters and documents.
• Assist in summarising medical records and reports as needed.
• Facilitate the registration process for new patients, ensuring completeness and accuracy of documentation.
• Assist with verifying patient insurance information when necessary.
• Answer incoming calls professionally and assist callers with inquiries or direct them to the appropriate staff member.
• Scan and digitally file incoming letters and documents for easy retrieval.
• Generate reports and statistical data as required by the medical centre.
• Ensure accurate coding of medical procedures and diagnoses.
• Manage the flow of pathology reports, ensuring timely review and distribution to relevant medical professionals.
• Organise and manage documents related to out-of-hours patient care.
• Handle email correspondence efficiently and respond to inquiries or forward them to the appropriate personnel.
• Assist with general administrative tasks such as filing, data entry, and maintaining office supplies.
• Undertake any other administrative tasks and responsibilities as required by the medical centre to support the efficient operation of the practice.

Confidentiality:

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

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to‑time.

Person Specification

Skills

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Microsoft Office and Outlook
• Proficiency in DOCMAN, EMIS, and other relevant healthcare software
• Excellent typing and transcription skills
• Flexibility to adapt to changing priorities in a fast paced healthcare setting
• Strong organisation and time management skills
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Qualifications

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• Business Administration Qualification
• NVQ Level 2 in Health and Social Care

Experience

• Experience of working with the general public
• Experience of working in a health care setting
• Experience of administrative duties
• Experience of medical terminology

Other requirements

• Flexibility to work outside of core office hours
• 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

Disclosure and Barring Service Check

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.