GP Practice Administrator - City Health Centre

GP Practice Administrator – City Health Centre

gtd healthcare is one of the largest, not-for-profit, NHS commissioned primary and urgent care providers in North West England. An excellent opportunity for a GP Practice Administrator has arisen in our City Health Centre Practice in the heart of Manchester City Centre.

The practice has a list size of approximately 15,500 patients and also operates the Manchester Urgent Primary Care Hub which cares for all patients in Manchester as an urgent treatment centre.

The successful candidate will be friendly, confident, resilient, flexible, have well developed teamwork, communication, organisational and customer service skills. Experience of working in a GP Practice and using Emis Web & docman would be desirable but not essential.

We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.

Main duties of the job

• To have a thorough knowledge of all Practice procedures and protocols and know where to access them for reference adhering to them at all times
• To provide an efficient word processing service for GPs and Health Professionals as required. This includes patient referrals, following the agreed procedure, the typing of letters, reports and minutes, as required, accurately and to a high quality standard
• To support the data management team with chronic disease recall systems, patient registers and any administration relating to cytology and immunisations as required
• To manage patient referrals ensuring robust followup and adherence to practice protocols at all times.
• Summarise new and existing patient notes following appropriate training
• 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 retrieve medical records and assist the completion of medical/insurance records requests.
• To undertake any other administrative tasks as directed by the practice manager within field of competence or following appropriate training.
• To liaise and arrange meetings as required and to attend meetings and take minutes.
• Ensure adherence at all times to the requirements of the Data Protection Act
• To assist with the gathering of statistics and information when required.
• Undertake all reception duties when required to support the practices at times of staff absence.
• Act as a chaperone for general examinations if requested following appropriate training.
• Deal with general enquiries and explain procedures as requested.
• Offer general assistance to the practice teams.
• Open uppremises at the start of the day, if first to arrive, de-activate the alarm, make all necessary preparations to receive patients for the opening time of the practice.
• When last to leave premises at the end of the day, ensure that the building is totally secured, telephone diverted to Out of Hours number, internal lights are switched off and the alarm activated.
• Ensure the reception area, notice boards and leaflet racks are tidy and free from clutter and obstructions.

The post holder will participate in any training activity implemented by the practice or gtd healthcare as part of this employment, such activity to include:

• Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
• Taking responsibility for own development and learning by following through objectives set at appraisal.
• Ensure attendance at identified training events.
• Attend induction training, mandatory training and mandatory updates as required.
• Attendance at practice meetings.
• Support the induction and training of new members of staff in reception procedures.

Quality

The post holder will strive to maintain quality within the practice by:

• Alerting other team members to issues of quality and risk.
• Assessing own performance and taking accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and teams activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Personal/Professional Development

The post holder will participate in any training activity implemented by the practices or gtd healthcare as part of this employment, such activity to include:

• Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
• Taking responsibility for own development and learning by following through objectives set at appraisal.
• Ensure attendance at identified training events.
• Attend induction training, mandatory training and mandatory updates as required.

Person Specification

Qualifications

• Good standard of secondary education.
• Demonstrable commitment to professional development.

Experience

• Working in a GP Practice.
• Working in a busy public reception environment.
• Working with Clinical software e.g. EMIS.
• Reception & clerical duties.
• Using computer office programmes.
• Dealing with the public/patients.
• Working in a busy telephone answering environment.
• Working as part of a team.
• Working in an NHS service.
• Working as a medical administrator.

Skills and attributes

• Excellent organisational skills.
• Excellent communication skills verbal and written.
• Polite, pleasant & professional interpersonal manner, both on the telephone and in person.
• Able to work effectively as part of a team.
• Able to work on own initiative & problem solve within own area of work.
• An understanding, acceptance & adherence to the need for strict confidentiality.
• Able to work without direct supervision and determine own work priorities.
• Able to work under pressure.
• Able to liaise effectively with a range of individuals/services within the practice, within gtd healthcare and externally.
• Excellent computer and IT skills.
• Excellent standard of word processing and keyboard skills.
• Good knowledge of medical terminology and read coding.
• Able to maintain an accurate and thorough approach to work.
• Able to work to set standards, policies & procedures.
• Interest & aptitude for learning new skills.
• Willingness to actively engage in appraisal, personal development and training.
• Awareness of diversity issues & able to work in a non-discriminatory manner.
• Flexible approach to undertaking a wide variety of tasks.
• Flexible approach to working hours, willingness to work anti-social hours, shifts, cover at other practices as required.
• Statistical & data analysis skills.

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.