About this role
Job summary
We are looking for a full time administrator for the Queens Medical Centre. The working pattern is flexible and can be discussed at interview.
The Administrator is crucial for managing comprehensive administrative duties that ensure the efficient operation of the practice. This role specifically focuses on managing medical records, handling report requests, coding, scanning documents, and running clinical reports, which are integral to supporting patient care and service delivery.
Main duties of the job
Key responsibilities include the accurate scanning and coding of medical documents, efficient handling of medical report requests from healthcare providers and patients, and the generation of clinical reports as needed. The Administrator will also provide essential support to other staff by assisting with various administrative tasks, including document management, data entry, and general office duties. This role demands excellent organisational skills, precise attention to detail, and a proactive approach to support the smooth functioning of all practice operations.
The Administrator will work under the guidance of the Assistant Practice Manager to maintain high standards of data accuracy and administrative efficiency, ensuring compliance with healthcare regulations and facilitating
About us
Queens Medical Centre is a GP surgery with a branch site in Lynton. Our total patient cohort is 11,500 patients across both sites. We are part of the Fuller & Forbes Healthcare Group.
As a group, our vision is to enable patients to live longer and healthier lives that are full, active and meaningful. We aim to do this by developing a sustainable primary healthcare service. Our service is undertaken by our vast multidisciplinary team of GPs, Advanced Clinical Practitioners, Pharmacists, Paramedics and Nursing teams, as well as our PCN staff.
Job description Job responsibilities
Document Management and Data Entry:
Scanning and Coding: Accurately scan and code medical documents into the practices electronic health record, ensuring data is entered correctly and is easily accessible.
Medical Records Management: Manage and organise medical records to maintain confidentiality and ease of access. Respond to requests for medical reports from patients, healthcare providers, and legal entities, ensuring compliance with data protection laws.
Administrative Support: Assist other administrative staff with tasks such as filing, photocopying, and preparing documentation, contributing to the overall efficiency of the office operations.
Reports: Managing and processing medical reports, SARS and other reports as required.
Communication and Coordination:
Appointment Scheduling: Manage patient appointments using the practices scheduling system. Coordinate with healthcare providers to ensure appointments are timely and do not overlap.
Quality Control and Compliance:
Data Quality Assurance: Regularly check the accuracy and completeness of data entered into the practices systems. Identify and correct inconsistencies or errors in medical records.
Compliance Adherence: Assist in ensuring that all administrative practices adhere to healthcare regulations and legal requirements. Participate in audits and compliance reviews as required.
Team Collaboration:
Supportive Team Member: Provide support to all team members, including healthcare providers and administrative staff, to enhance collaboration and efficiency within the practice.
Secretarial Support
You will be expected to also support with secretarial duties such as referrals dictated by the clinician, referral rejections, advice and guidance letters, minute staking for meetings.
Continuous Improvement:
Process Improvement: Actively participate in the development and implementation of office procedures that aim to streamline administrative processes and improve patient care services.
Training and Development: Engage in ongoing training to improve skills in medical software, data management, and patient coordination. Support the training of new staff members on office systems and procedures.
Miscellaneous
eConsultations: Process eConsultations received if required.
Any other administrative work as required.
Miscellaneous:
The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role
Person Specification
Experience Essential
Experience in a receptionist or customer service role, preferably in a healthcare setting Experience with medical terminology and understanding basic healthcare operations
Qualifications Essential
GCSE grade 4 - 9 (A to C) in English & Maths
Desirable
NVQ Level 2 in Health & Social Care / Level 3 Business Administration
Skills Essential
Excellent communication skills (written / oral) - Strong IT skills - Clear, polite telephone manner - Competency in MS Office and Outlook - Effective time management - Accuracy and attention to detail - Ability to follow policy and procedure - Flexibility to work outside of core hours, including Saturdays as part of a shared rota when required
Desirable
SystmOne clinical software user skills - Ability to work autonomously and with a team - Problem-solving, initiative and analytical 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.
Employer details Employer name Fuller and Forbes Partnership
Address Queens Medical Centre
6-7 Queen Street
BARNSTAPLE
Devon
EX32 8HY
United Kingdom
Employer's website http://bramleyonline.co.uk/ (Opens in a new tab)