About this role
Job summary
Ixworth Surgery is looking for a friendly, organised and dependable Medical Administrator to join our practice team.
This is a part-time position working as part of our wider administrative team.
Main duties of the job
The role will involve a varied mix of secretarial and administrative duties, including processing referrals, managing clinical correspondence, updating patient records and coding relevant clinical information.
The post holder will have a good attention to detail, strong organisational skills and the ability to work well as part of a team.
About us
At Ixworth Surgery we acknowledge that village life remains distinct from that in a town. Our aim is to provide excellent 21st century medical care, whilst retaining the traditional style and personal approach of country doctoring.
Ixworth Surgery is a GMS GP practice with a patient list of 9,500. It is owned and operated by 4 GP partners who are supported by Salaried GPs, Nurse Practitioners, a Respiratory Nurse Specialist, Practice Nurses and Nursing Team, Social Prescriber and PCN Pharmacy Technician. There is also an onsite pharmacy/dispensary. Administrative support is provided by the Practice Management team, Admin team and Reception team.
Ixworth Surgery is a part of Blackbourne Primary Care Network. The practices that form Blackbourne PCN are located in West Suffolk, close by to Bury St Edmunds, and care for patients in rural communities.
Job description Job responsibilities
JOB DESCRIPTION
JOB DETAILS
Job Title: Medical Administrator
Location: Ixworth Surgery
Reports to: Secretarial and Data Admin Lead
Working hours: Part Time
JOB SUMMARY
The Medical Administrator will work as part of the wider administrative team, providing secretarial and administrative support to GPs and other members of the practice team.
The role includes processing referrals, managing clinical correspondence, updating patient records and coding relevant clinical information accurately within the practice system.
The post-holder will need to be organised, accurate and able to manage a varied workload, while working closely with colleagues to support the smooth day-to-day running of the practice.
KEY RESPONSIBILITIES
Secretarial and Referral Administration
Provide an efficient secretarial and administrative service to GPs and other healthcare professionals. Prepare letters, reports, referrals, and other correspondence accurately and within appropriate timescales. Process patient referrals using the appropriate referral pathway, including electronic referral systems. Develop and maintain a good working knowledge of local referral pathways, services and procedures. Arrange appointments, referrals and admissions where required. Monitor referrals and follow up outstanding information or actions where appropriate. Liaise with patients, hospitals, community services and other healthcare organisations in relation to referrals and patient care. Receive incoming and make outgoing telephone calls, taking messages and dealing with appropriate referral and administrative queries. Maintain accurate and secure administrative systems so that referral information can be easily located and monitored. Receive, process and distribute incoming and outgoing correspondence.
Clinical Correspondence and Data Administration
Review incoming clinical correspondence and identify relevant information for inclusion in the patient's electronic medical record. Forward correspondence and information to the appropriate clinician or member of the practice team where further review or action is required. Accurately code relevant diagnoses, procedures, investigations and other clinical information within the practice clinical system. Ensure information entered into patient records is accurate, complete and recorded in accordance with practice procedures. Scan and file clinical correspondence and other relevant documentation within patient records. Review medical records and produce accurate summaries of patients' medical histories when required. Summarise newly received patient records in accordance with practice procedures. Retrieve patient records and clinical information when required for appointments, reports or other authorised purposes. Monitor progress against practice targets for record summarising and other administrative work. Identify and correct data quality issues where appropriate and contribute to data quality improvement work. Maintain accurate and secure electronic and paper filing systems. Ensure patient information is handled securely and confidentiality is maintained at all times.Additional Administrative Responsibilities
Provide administrative support for Palliative Care and Holistic Team meetings, including preparation and circulation of information and taking minutes where required. Update relevant external clinical systems and information-sharing platforms where required. Support other administrative functions within the practice as reasonably required. Provide cover for colleagues within the administration team during periods of annual leave, sickness or other absence.
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, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They 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 dataHealth & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and 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, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identifiedEquality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples 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.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar workQuality:
The post-holder will strive to maintain quality within the practice, and will:
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 teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resourcesCommunication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team membersCommunicate effectively with patients and carersRecognize peoples needs for alternative methods of communication and respond accordinglyContribution to the implementation of services:
The post-holder will:
Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriateGeneral:
This job description is intended to provide an outline of the main responsibilities of the role. It is not an exhaustive list of duties.
The post-holder may be required to undertake other reasonable duties appropriate to the nature and level of the role. Responsibilities may change over time in response to the needs of the practice, and any significant changes will be discussed with the post-holder.
Person Specification
Personal Attributes Essential
Friendly and approachable manner Professional in approach Calm and able to work under pressure Able to work as part of a multi-skilled team (with and/or without direct supervision)
Qualifications Essential
Educated to GCSE level or equivalent, including English and Maths
Desirable
Advanced keyboard skills including a high standard of word processing skills (e.g. RSA II or equivalent) Appropriate NVQ III Certificate (e.g. Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience Audio typing skills
Physical Requirements Essential
Commit to a DBS Check
Desirable
UK Driving Licence
Skills & Experience Essential
High level of accuracy in presentation of information Good standard of English speaking and writing High Level of Organisational and Time Management skills Ability to work in a fast paced, everchanging environment Experience of dealing with the public on the phone and face to face Experience of using NHS computer systems for records updates, ordering and other functions (e.g. Read coding, data collection, hospital referrals) Attention to accuracy and detail on a consistent basis Confident to respond to a range of different people and colleagues in a courteous and professional manner Previous use and understanding of databases and reporting. Understands the need to maintain data security and confidentiality of information.
Desirable
Experience of working in a GP surgery or an NHS office environment Experience of working in secretarial role in a healthcare setting
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 Ixworth Surgery
Address Thetford Road
Ixworth
Bury St Edmunds
IP31 2HD
United Kingdom
Employer's website http://www.ixworthsurgery.co.uk/ (Opens in a new tab)