Practice Administrator

Parklands Limited; Chichester; On-site; GBP 18,000 - 24,000; Part time

Benefits offered by this job

Company pension

Employee discount

Free parking

Gym membership

Health & wellbeing programme

Sick pay

Job summary

Parklands Limited is seeking a capable Administrative Assistant to support the administration team and provide cover for medical secretarial tasks. The role involves data entry, patient record management, and coordinating communications with GP practices and health professionals.

The ideal candidate will have strong IT skills, excellent communication, and the ability to work under pressure in a clinical environment. Part-time hours with potential for additional duties as needed.

Qualifications

• Excellent written and oral communication skills.
• Strong IT skills and computer literacy.
• Proficiency with Office and Outlook.
• Good interpersonal and problem-solving abilities.
• Ability to work both in a team and independently.

Responsibilities

• Provide admin support to the administration team.
• Cover general medical secretarial duties as required for doctors and health professionals.
• Ensure accurate data entry and compliance with data protection rules.
• Manage patient recalls and liaise with clinic leads and patients.
• Invite patients to book appointments via cloud-based messaging system.
• Process registrations and update patient records in the clinical system.

Skills

Excellent communication

Strong IT skills

Office & Outlook

Time management

Team player

Tools

Office software

Outlook

Job description

To provide administrative support to the administration team.

To provide cover as and when required for general medical secretarial duties to the management team, doctors and health professionals involving word processing and audio typing skills.

Job Responsibilities

• Ensure all data entered on to the computerised system is accurate and meets the data protection criteria.
• Managing patient chronic health recalls such as Diabetes, Asthma etc. This will include liaison with clinic lead and patients.
• Invite patients to book appointments using the cloud based messaging system.
• Keep accurate logs and monitoring effectiveness of the system and report any problems or variations to the Administration Manager.
• Process all new registrations ensuring details are accurately entered on the clinical system.
• Update the clinical system for all patient changes of registration status as notified.
• Ensure all transfers out of the practice are effected as and when applicable.
• Sort and date stamp all incoming mail.
• Scan paper documents safely to patient records and then store them in line with surgery protocol.
• Process and transfer patient related clinical documents (including those received electronically) to the Workflow Team.
• Process, code and transfer administration documents to the patient record.
• Ensure incoming letters are scanned onto the patient record within a 48 hour timescale.
• Provide administrative support to members of the primary health care team, ensuring appropriate practice records are kept up-to-date in areas including Cytology, Pathology and Microbiology.
• Any other tasks allocated by Management.
• Process documents using read codes as agreed by the clinical team.
• Add any additional information about the source of the document.
• Identify and capture relevant QOF and other important data from correspondence.
• Forward the document where necessary, to the relevant clinician or team.
• Deal with queries relating to coding.
• Culling and sorting patient records and letters in preparation for summarising.
• Reviewing medical records and producing an accurate summary of the patient's medical history.
• Read coding the information into the practice clinical system.
• Auditing data collection standards in the practice.
• Monitoring progress of notes summarising against practice targets.
• Monitoring patient call and recall systems.
• Provide support to the Administration Lead and Business support Manager where necessary to monitor QOF and IIF work and meets targets throughout the year.

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner.

To assist with the gathering of statistics and information when required.

The ideal candidate will need to possess extensive administration experience, preferably within a similar setting, excellent verbal and written communication skills, be fully computer literate and be able to work under pressure, in a fast paced environment whilst providing the best possible care for our patients. Typing accuracy and attention to detail is essential., Essential

Essential

• Excellent communication skills (written and oral)
• Strong IT skills (generic)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• Medical Practice background
• S1 or Emis clinical system experience

Job Types: Part-time

Benefits

• Company pension
• Employee discount
• Free parking
• Gym membership
• Health & wellbeing programme
• Sick pay