Medical Administator in Hebburn

Ellison View Surgery is seeking a motivated Medical Administrator on a temporary basis to support our total triage model. As a Medical Administrator, you will be required to carry out a variety of administrative and reception duties, ensuring patients and healthcare providers can access the right care from the most appropriate clinician. Previous experience working in a GP surgery is essential.

Main duties of the job

• Provide excellent customer service and communication to ensure an efficient and effective service.
• Prioritise and manage incoming telephone calls.
• Book patient appointments and manage scheduling.
• Respond to messages in a timely manner.
• Handle general enquiries and verbal complaints professionally.
• Deliver pathology results to patients as required.
• Meet, greet, and direct patients and visitors.
• Support clinicians by responding to their needs.
• Input, extract, and update data on clinical and administrative systems.
• Liaise effectively with external organisations.
• Monitor and check workflow to ensure smooth operations.
• Follow practice policies and procedures.
• Maintain flexibility to cover holidays and sickness.
• Work collaboratively as part of the practice team.

About us

We are a small practice serving 6,100 patients in the centre of Hebburn, comprising 3 GP partners, 2 experienced practice nurses, 3 healthcare assistants, and a dedicated team of medical administrators. Our practice ethos emphasises collaboration and support, with a focus on delivering high-quality patient care. Our wider multidisciplinary team includes a social prescriber, pharmacist, first contact physiotherapists, and first contact podiatrists as part of the local Primary Care Network. We are actively involved in the training of F2s, providing an excellent environment for professional development. We are proud to hold a CQC Outstanding rating, achieve high QOF scores, and consistently receive excellent Friends and Family feedback. We are also a Veteran Friendly Practice.

Job responsibilities

• Accurately detail information on patients records within the clinical system.
• Maintain and monitor the practice appointment system.
• Process personal, telephone, and electronic requests for appointments.
• Assist with total triage administration.
• Answer incoming phone calls, transferring calls or dealing with callers requests appropriately.
• Signpost patients to the correct service.
• Initiate contact with, and respond to, requests from patients, team members, and external agencies.
• Photocopy documentation as required.
• Data entry of new and temporary registrations and relevant patient information.
• Input data into patients healthcare records as necessary.
• Accurately code clinical information using SNOMED CT and other relevant coding systems.
• Draft, type, and process medical letters, reports, and associated documentation within required timescales.
• Manage all queries efficiently.
• Carry out system searches as requested.
• Support all clinical staff with general administrative tasks as requested.
• Undertake a broad spectrum of administrative duties commensurate with the role.
• Be an integral part of the general practice team.
• Act as a chaperone as required.
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children.
• Support in the delivery of enhanced services and other service requirements.
• Undertake all mandatory training and induction programmes.
• Contribute to and embrace the spectrum of clinical governance.
• Maintain a clean, tidy, effective working area at all times.
• Attend a formal appraisal with their manager at least every 12 months; progress against objectives is reviewed regularly.
• Provide cover for administrative, reception, and secretarial duties during staff absences.
• Deal with prescription and medication management requests.
• Action incoming emails and correspondence in a timely manner.
• Scan patient-related documentation and attach scanned documents to patients healthcare records.
• Participate in local initiatives to enhance service delivery and patient care.
• Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
• Support and participate in shared learning activities.
• Liaise with external agencies, including hospitals and community services, ensuring referrals and correspondence are processed efficiently.
• Maintain an accurate referrals database and process referrals via the Electronic Referral System (ERS).
• Conduct clinical system searches and code data accurately using SNOMED CT.
• Welcome patients and visitors to the organisation and direct requests appropriately.
• Participate in audits as directed to support service quality and governance.
• Complete opening and closing procedures according to the duty rota.

In addition to the primary responsibilities, the Medical Administrator has the following broader responsibilities:

• Participate in any audits as directed.
• Participate in local initiatives to enhance service delivery and patient care.
• Support and participate in shared learning.
• Complete opening and closing procedures in accordance with the duty rota.

Person Specification

• Previous experience of working in Primary Care or equivalent setting.
• Previous experience with EMIS or other clinical systems.
• Understanding of medical terminology.
• Friendly, professional, and effective communication skills.
• Good organisational skills and the ability to work under pressure.
• Competent IT skills and familiarity with office equipment.
• Commitment to providing excellent patient care and supporting colleagues.

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.