Medical Administrator in Salford

Salford Primary Care Together (SPCT) Community Interest Company (CIC) is looking for experienced Medical Administrators to join our dedicated practice team within Salford. You could be required to work across our other SPCT sites which are: Eccles, Little Hulton and Willow Tree, subject to organisational requirement.

JOB PURPOSE

As a Medical Administrator it will be your responsibility to aid in the seamless running of the practice by the completion of administrative tasks in an efficient and accurate manner. You will have strong and consistent communication skills which will be utilised in a friendly approach towards all patients, visitors and colleagues. You will be able to work well collaboratively as well as individually in a fast-paced, care centric environment to produce the highest quality of patient care, and organisational priority here at Salford Primary Care Together.

Main duties of the job

• 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.
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team.
• Facilitate effective communication between patients, members of the primary healthcare team, secondary care and other associated healthcare agencies.
• Scanning referral letters on to patients records if required.
• Liaising with the hospitals and secondary care about patient appointment and test result queries.
• Recording of incoming and outgoing insurance reports, allocating said reports to the Doctors and monitoring that payment is received.
• Photocopying of medical records when requested by Insurance Companies, Solicitors or Doctors.
• Managing the stock levels and ordering of all secretarial and practice stationery.

About us

Salford Primary Care Together is a Community Interest Company, which means we exist to improve the health and wellbeing of the people of Salford and all our resources are dedicated to doing just that. We are proud to serve 20,000 patients across Eccles, Little Hulton, Charlestown and Lower Kersal via our three practices, Eccles Gateway, Little Hulton and Willow Tree. As part of our services we also run an Inclusion service, Extended Primary Integrated Care 24 (EPIC 24), Covid-19 Vaccine service and Salford Primary Care Academy. The care of our local people is at the heart of everything we do, and we have committed to drive the collaboration of the city’s GP practices to strengthen and improve care for the local communities.

Job responsibilities

As an Administrator it will be your responsibility to work with the team to help with the seamless running of the practice by the completion of administrative tasks in an efficient and accurate manner. You will have strong and consistent communication skills which will be utilised in a friendly approach towards all patients, visitors and colleagues. You will be able to work well collaboratively as well as individually in a fast-paced, care centric environment to produce high quality patient care.

KEY RESPONSIBILITIES AND DUTIES OF THE ROLE

• To receive patients at the surgery in a friendly manner, efficiently checking-in those with booked appointments.
• To receive and make telephone calls, using a helpful and problem-solving approach.
• To maintain good housekeeping of the admin and reception areas as well as maintain the security of the building by ensuring visitors are signed in/out.
• Report any issues that will affect the smooth running of the practice to your line manager.
• To monitor flow of patients and inform patients and staff of any delays or possible problems.
• To ensure that patients with an urgent medical need are brought to the attention of the clinical staff and are dealt with in a logical and non-disruptive manner.
• To explain practice arrangements and formal requirements to existing and new patients and those seeking temporary registration and ensure that the necessary registration procedures are completed in a timely manner.
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of administrative and clerical support to clinical staff and other members of the Practice team.
• To gain competence, as directed, in the use of IT applications in support of your role; including, but restricted to: EMIS, DocMan, X-On (Surgery Connect), AccuRx and Bright HR.
• To book appointments and recalls, ensuring sufficient information is recorded to enable clinical staff to access the patients record and to prioritise their workload.
• To process prescription requests as directed.
• To gain competence in clinical coding.
• Facilitate effective communication between patients, members of the primary healthcare team, secondary care and other associated healthcare agencies.
• Typing and/or processing referral letters and general correspondence.
• Processing referrals and dealing with queries on the NHS e-referral system.
• Keeping referral templates and forms within the clinical system up to date.
• Scanning correspondence on to patients records as required.
• Liaising with the hospitals and secondary care about patient appointments and test result queries.
• Dealing with queries raised by Clinicians, The Management team and Patients.
• Processing requests from patients and others regarding medical records and medical information including ensuring appropriate consent is in place and payment is received in line with SPCT procedures.

Person Specification

Qualifications

• Good general education including GCSE English and Maths or equivalent.
• Computer literate with experience of using the full Microsoft Suite.
• Evidence of Primary Care training courses.

Other

• Driving licence/use of a car.

Experience

• Previous clerical or secretarial experience (minimum 1 year).
• Prior experience of working in General Practice.
• Experience of clinical systems eg EMIS, Docman, Footfall.

Knowledge and Skills

• Excellent organisation of own workload.
• Using your own solve problems and keep systems up to date.
• Excellent interpersonal and communication skills both verbally and written.
• Ability to cope in stressful or emergency situations.
• Ability to multi-task with experience of working in a fast paced office environment.
• Ability to work well collaboratively with colleagues as well as comfortably independently.
• Confidence in minute taking.

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.