Practice Administrator

An exciting opportunity has arisen for an enthusiastic and highly organised Administrator to join our busy and friendly GP practice team. The successful candidate will play a key role in supporting the smooth running of the practice by undertaking a wide range of administrative duties. This is a varied role requiring excellent attention to detail, strong organisational skills, and the ability to work effectively within a fast-paced primary care environment.

The post holder will be responsible for managing patient registrations, processing clinical correspondence, coding patient records, managing test results workflows, supporting GP and nursing teams, and ensuring accurate maintenance of patient records. The role will involve close liaison with clinicians, patients, hospitals, PCSE and external healthcare organisations.

Main duties of the job:

• Read, process and accurately code incoming clinical correspondence using EMIS Web.
• Review hospital letters, discharge summaries and outpatient correspondence for coding and actioning as directed.
• Manage pathology and radiology results workflows in accordance with practice protocols.
• Ensure patient records are updated accurately and promptly.
• Undertake clinical coding using appropriate Read Codes/SNOMED CT terminology.
• Support data quality initiatives and record validation exercises.
• Process tasks allocated by GPs, nurses and other clinicians.
• Register new patients and process deductions in line with NHS England requirements.
• Undertake general administrative duties to support the day-to-day running of the practice.
• Manage incoming and outgoing electronic communications.
• Maintain confidentiality of patient and practice information at all times.
• Support QOF, enhanced services and other contractual requirements through administrative activity.
• Assist with audits and data collection exercises as required.
• Support the wider administrative and reception teams during periods of absence or increased demand.
• Work in accordance with practice policies and procedures.
• Comply with GDPR, confidentiality and information governance requirements.
• Maintain a professional and courteous manner when dealing with patients, colleagues and external organisations.
• Participate in training and development activities as required.
• Undertake any other reasonable duties appropriate to the role and skill level.

About us: Layton Medical Centre is a busy, patient-focused GP practice committed to delivering high-quality, safe and accessible healthcare to our local community. We provide a comprehensive range of primary care services to approximately 8,300 patients and work closely with our Primary Care Network and wider healthcare partners to ensure patients receive the right care at the right time.

Our multidisciplinary team includes GPs, ANPs, nurses, healthcare assistants, pharmacists, social prescribing staff, care coordinators and an experienced administration and reception team. We are committed to delivering excellent patient care while creating a supportive and inclusive environment for our staff. We pride ourselves on being a forward-thinking practice that embraces innovation and continuous improvement.

Job responsibilities:

• Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Undertake variety of reception and administration duties to assist in the smooth running of the Practice.
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated health care agencies.
• Responsible for providing effective and efficient administrative support to the Partners and other professional staff.
• Have a thorough knowledge of all Practice Policies and Procedures.
• Have experience of medical terminology.
• Work in accordance with written protocols.
• Update and file relevant documentation appropriately in medical records.
• Maintain and update appropriate coding systems.
• Scan correspondence onto patients' medical records and ensure that coded entries are entered appropriately and accurately.
• To input clinical codes onto the EMIS system on patients' records and to inform relevant clinicians of any action required.
• Identify potentially serious problems and bring those to the immediate attention of the correct clinician.
• Direct discharge letters appropriately to maintain the AUA protocol and ensure care plans are updated where appropriate and all outside organisations involved are aware of the changes.
• Undertake a variety of administrative duties to assist in the smooth running of the practice.
• Support the Practice in developing approved business changes that include process improvements and assist in embedding these into daily operations/contribute to increasing clinical effectiveness.
• Maintain the path lab system accurately.
• Action workflow tasks.
• Opening of daily correspondence, letters and distribution to appropriate members of the team.
• Give patients access to online services as appropriate.
• Registration of new patients to the practice.
• Responsible for GP Links including deductions and amendments of patients' records and update system via GP/GP.
• Action tasks set by clinicians via the clinical system and email.
• To update Open Exeter with smear data, organ/blood registration and for childhood vaccinations.
• Produce audits involving your working area when requested by the PM.
• Ensure smooth workflow of paperwork for the clinicians as per the practice protocol.
• Accurate recording of all patient-related information into the correct patient medical record.
• Ensure computerised medical records are kept to a good standard of presentation.
• Deal with telephone enquiries in a professional and efficient manner.
• Ensure the clinical team have relevant medical records/hospital letters, diagnostics reports etc. in order for them to conduct an effective consultation.
• Handling of external and internal post as and when required.
• Gain a thorough knowledge of all the practice procedures.
• Attend appropriate courses as required.
• Complete online training courses as required.
• Any other duties that may be requested by the Doctors or the Practice Manager.
• Keep working area tidy and desks stocked.
• Maintaining high standards of tidiness in the building.
• Maintaining patient confidentiality at all times.
• Maintaining practice health and safety policy and procedures at all times.
• Implementing the practice infection control policy and procedures at all times including cleaning spillages of body fluid and collection of clinical waste for disposal.
• To respect and support all members of the practice team.
• To positively contribute to the achievement of our team vision.
• Participate in performance review and appraisal.

Information Technology:

• Providing clerical assistance to Practice staff as required including word/data processing, filing, photocopying and scanning.
• Use of computer system including internet activity which is utilised as a means of communication both internally and externally.

Other tasks:

• Ability to work within a team.
• Ability to communicate with people at all levels.
• Ensure building security; have a thorough knowledge of doors/windows/alarm.
• Possess the ability to self-motivate, organise and prioritise own workload.
• To undertake any other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient administrative service.

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.

In the performance of the duties outlined in this job description, you may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers, you may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

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.

Equality and diversity:

Support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Quality:

Strive to maintain quality within the Practice.

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

Safeguarding:

All staff at the practice have a duty to safeguard and promote the welfare of children, young people, and adults at risk. You are expected to be familiar with and follow the practices safeguarding policies and procedures. You must attend mandatory safeguarding training appropriate to your role and keep this up to date. Any concerns about a patient's or colleague's welfare must be reported promptly in line with local safeguarding procedures. You must work in a way that promotes dignity, privacy, and respect in accordance with safeguarding best practice. Failure to comply with safeguarding responsibilities may be considered a disciplinary matter.

Communication:

Establishing and maintaining effective communication with all members of the Practice staff, internal and external colleagues and health care professionals. Providing and maintaining a professional and effective dialogue with patients and carers. Recognize people's needs for alternative methods of communication and respond accordingly.

Health and Safety:

Assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, Health and Safety Manual and Infection Prevention and Control Policy and any other published procedures. This will include:

• Using personal security systems within the workplace according to Practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures.
• Reporting health and safety hazards and infection hazards immediately.

This job description is not exhaustive and may need to be amended as the practice develops. A flexible attitude and close liaison with other members of the practice is an integral part of this post.

Person Specification:

• Previous administrative experience in a GP Practice.
• Experience of clinical coding and summarising medical records.
• Good written and verbal communication skills.
• Strong organisational skills and attention to detail.
• Ability to work independently and as part of a team.
• Ability to manage multiple tasks and meet deadlines.
• Understanding of confidentiality and data protection requirements.
• Knowledge of GP registration processes and PCSE procedures.
• Understanding of NHS pathways and primary care services.
• Knowledge of QOF and enhanced services administration.

Personal Qualities:

• Reliable and professional.
• Flexible and adaptable.
• Positive and proactive approach to work.
• Committed to delivering high-quality patient care through effective administrative support.
• Able to maintain accuracy whilst working 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.