Practice Administrator in City of London

We are recruiting for part time administrator at our practice based in Clapham, SW4. This is for maternity leave cover with a minimum of 9 months contract which may be extended up to 1 year.

The successful applicant must be able to start mid October and must have experience of managing SARS/Insurance reports/DWP forms etc.

12 hours per week- 4 hours per day to be worked between 9am-5pm.

Working days will be Monday/Wednesday & Friday

Hourly Rate: £14.80 per hour.

The successful applicant will be an integral part of our Primary Care team, supporting the delivery of high standard patient care. As the first point of contact for our patients and and outside agencies, they will have excellent customer service skills, experience and/or an excellent understanding of managing medical reports, SARS and letter requests from outside agencies- Solicitors/DWP/Insurance companies- & our patients and the associated processes.

• Managing all aspects of Medical Reports/SARS/Private letters and forms
• Managing the IGPR system and software
• Liaising with patients and practice staff in relation to the above
• Ordering supplies for the practice- medical, stationery, toners.
• Providing support to our administrator and reception team as required.

The successful candidate will be required to be flexible, providing cover for annual leave and sick leave.

PREVIOUS APPLICANTS NEED NOT APPLY

Main duties of the job

The key responsibilities for this role are:

• Managing all aspects of Medical Reports/SARS/Private letters and forms
• Managing the IGPR system and software
• Liaising with patients and practice staff in relation to the above
• Assisting our Registration Clerk with the processing of online registrations
• Ordering supplies for the practice- medical, stationery, toners.
• Providing support to our administrator and reception team as required.

About us

We are friendly practice situated on the Clapham/Brixton borders in purpose built premises. We are a large team of GP's/Nurses/Clinical Pharmacist/Social Prescriber/ Care Co-Ordinator's/Receptionists and Administrators.

Job responsibilities

The primary role of the practice administrator is to manage requestsmade to the practice for Medical Reports and SARS requests, in addition tothese duties, the post holder will be required to provide urgent cover for ourregistration administrator as directed by the Assistant Practice Manager.

The post holder must have an excellent understanding of Accessto Medical Records and Data protection. In addition, excellent IT skills arerequired and experience of using IGPR software is desired but not essential.

It is important that all members of staff are prepared totake on additional duties or relinquish existing duties to maintain efficientrunning of the practice and changes in how services are provided. The Partnersreserve the right to redistribute duties and functions among members of stafffrom time to time and requests for such changes shall not be reasonably refused.

Duties andResponsibilities

Managing and processing requests for Medical Reports and SARS requests

Ensure upon receipt of requests for SARS and MedicalReports, all details are logged onto spreadsheet and reviewing and updatingaccordingly.

Responsible for processing requests withinspecific time frames & following correct process.

Manage requests for completion of private formsand requests for letters. Including discussing fees with both patients andclinicians.

Manage requests from outside agencies for reportssuch as Child Protection/ Police

Manage and maintain the IGPR data and software.

Be the liaison between insurance companies andpatients in relation viewing reports prior to sending.

Responsible for redacting record entries relatingto SARS and liaise with clinicians as required.

First point of contact for patients in relationto requests and queries relating to private letters/completion forms

Managing and responding to tasks sent byreception & clinical team in a timely manner.

Ordering supplies:Responsible for the ordering of stationery, medical and IT supplies, ensuringstock is managed effectively and storeroom well maintained.

. Other Duties:

Provide cover in the absence of the registrationadministrator, ensuring all online registrations via Health Tec1 software, are processed,as required and instructed by the Assistant Practice Manager.

Education

Attend practice meetings.

Attend suitable educational courses outside thepractice.

Attend training sessions within the practice.

Complete mandatory Practice Index modules asrequired

Confidentiality:

In the course of seeking treatment, patientsentrust us with, or allow us to gather, sensitive information in relation totheir health and other matters. They doso in confidence and have the right to expect that staff will respect theirprivacy and act appropriately

In the performance of the duties outlined inthis job description, the post-holder may have access to confidentialinformation relating to patients and their carers, practice staff and otherhealthcare workers. They may also haveaccess to information relating to the practice as a business organisation. All such information from any source is to beregarded as strictly confidential

Information relating to patients, carers,colleagues, other healthcare workers or the business of the practice may onlybe divulged to authorised persons in accordance with the practice policies andprocedures relating to confidentiality and the protection of personal andsensitive data

Health & safety:

The post-holder will assist in promoting and maintainingtheir own and others health, safety and security as defined in the practicehealth & safety policy, the practice health & safety manual, and thepractice infection control policy and published procedures. This will include:

Using personal security systems within theworkplace according to practice guidelines

Identifying the risks involved in workactivities and undertaking such activities in a way that manages those risks

Making effective use of training to updateknowledge and skills

Using appropriate infection control procedures,maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazardsand infection hazards immediately when recognised

Keeping own work areas and general/patient areasgenerally clean, assisting in the maintenance of general standards ofcleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training(minimum annually)

Demonstrate due regard for safeguarding and promoting thewelfare of children.

Equality and diversity:

The post-holder will support the equality, diversity andrights of patients, carers and colleagues, to include:

Acting in a way that recognises the importanceof peoples rights, interpreting them in a way that is consistent with practiceprocedures and policies, and current legislation

Respecting the privacy, dignity, needs andbeliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and ofthe individual, is non-judgmental and respects their circumstances, feelingspriorities and rights.

The post-holder will participate in any training programmeimplemented by the practice as part of this employment, with such training toinclude:

Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development

Taking responsibility for own development,learning and performance and demonstrating skills and activities to others whoare undertaking similar work

Quality:

The post-holder will strive to maintain quality within thepractice, and will:

Alert other team members to issues of qualityand risk

Assess own performance and take accountabilityfor own actions, either directly or under supervision

Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in otheragencies to meet patients needs

Effectively manage own time, workload andresources

Communication:

The post-holder should recognize the importance of effectivecommunication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methodsof communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how thepolicies, standards and guidelines will affect own work

Participate in audit where appropriate

This job description will be reviewed at your regular staffappraisal.

PERSON SPECIFICATION

ExcellentIT skills including Excel/ Word

Workingknowledge of EMIS

ExcellentKnowledge of Data Protection and Access to Medical Records

Workingknowledge of Docman/Accurx

Aptitudeto learn new software & processes

Workingknowledge of IGPR software

Excellenttime management & organisational skills

Previousexperience of working within the NHS

Knowledgeof NHS registration processes

Abilityto work autonomously and as part of a team.

Excellentcommunication skills both written and verbal

It is the policy ofHetherington Group Practice that no job applicant or employee shall receiveless favourable treatment than another on the grounds of sex, marital status,age, disability, race, religion, creed, colour, national origin or sexualorientation.

Thispost is exempt from the Rehabilitation of Offenders Act 1974. You musttherefore disclose all spent and unspent convictions, cautions, reprimands andfinal warnings. If you are offered the post we will need to obtain asatisfactory DBS disclosure for you.

Person Specification

Experience

• Experience and/or excellent working knowledge of processes requests for Insurance reports/SARS requests/private letters/DWP reports
• Excellent IT skills including Excel/ Word
• Excellent Knowledge of Data Protection and Access to Medical Records
• Working knowledge of Docman/Accurx
• Knowledge of NHS registration processes
• Previous experience of working within the NHS
• Aptitude to learn new software & processes
• Previous experience of working within the NHS
• Ability to work autonomously and as part of a team.
• Excellent communication skills both written and verbal
• Working knowledge of IGPR software
• Working knowledge of EMIS

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.