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Practice Administrator

Newland Surgery

Normanton and Altofts

On-site

GBP 20,000 - 25,000

Part time

9 days ago

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Job summary

A local healthcare provider is seeking a part-time Practice Administrator in Normanton. The role involves managing medical records, handling appointments, and providing support to the healthcare team. Ideal candidates will have strong communication skills, organizational abilities, and experience in administrative roles, preferably within a healthcare setting. Candidates should be reliable and have the capability to handle confidential information responsibly. This position offers flexible work hours and the opportunity to contribute to patient care.

Benefits

Free parking

Friendly working environment

Qualifications

Proven experience in an administrative role, preferably in a healthcare setting.
Ability to manage and maintain medical records accurately.
Strong IT skills with experience in handling clinical databases.

Responsibilities

Provide administrative support to the practice team.
Manage medical records and patient appointments.
Ensure exceptional customer service to patients and visitors.

Skills

Excellent communication skills

Strong organisational skills

Ability to deal with confidential information

Good team player

Flexible and reliable

Education

GCSE grades A to C

Tools

System One Clinical IT system

Microsoft Office

Newland surgery Normanton Wakefield : Permanent Position

Administrator 16 to 20 Hours per week over 4 or 5 days plus occasional overtime

We are a busy small practice and now seeking a Part time Practice Administrator to start as soon as possible. As a administrator you will work with the practiceteam to meet the needs of our patient population and support the delivery ofour services.

Please visit www.thenewlandsurgery.co.uk for further details of the Practice

Main duties of the job

Management of medical records
Management of cytology call/recall
Immunisation recalls
Reception Duties, processing of repeat prescriptions and scanning when required
Summarising and read coding of notes
Cover secretarial duties: referrals – choose and book
Management and call/recall of patient registers
Call/recall of patients on QOF and administration of enhanced service claims
Set up and run searches, update templates, audits and recalls as required by the practice team
Billing & invoicing and accounts (medical reports & copy records)
Management of appointment system
Operation of the telephone system
Troubleshooting and reconciliation of clinical database, IT & reporting of faults
Start & End of Day Procedures

Excellent communication skills, both written and verbal

Strong organisational and time‑management skills

Ability to deal with confidential information and follow set processes

Good team player

Reliable, trustworthy and hardworking

Other administrative duties considered appropriate to the post

Staff training

If you wish to apply, please attach CV with covering letter

For further information or an informal visit, please contact the Practice Manager by telephone: 01924 220256 or email: jislam@nhs.net

About us

Approximately 5700 patients

Friendly 2 partner practice with 2 nurses, one HCA and an excellent admin/reception support

Purpose built premises in Normanton

Free Parking

System One Clinical IT system

Part of Primary Care Network Wakefield Health Alliance North

Job responsibilities

JOB TITLE PRACTICE ADMINISTRATOR

RESPONSIBLE TO PRACTICE MANAGER

MAIN PURPOSE OF THE POST

To provide administrative and clerical support to all members of the practice team.

To ensure the provision of exceptional customer service to patients.

To ensure Confidentiality & Data Protection policies are observed.

To ensure Practice Policies & Procedures are carried out.

MAIN RESPONSIBLE AREAS OF THE POST

Management of medical records
Management of cytology call/recall
Immunisation recalls
Reception duties, repeat prescriptions and scanning when required
Summarising and read coding of notes
Management and call/recall of QOF patients on registers and Enhanced Service claims
Set up and run searches, update templates, audits and recalls as required by the practice team
Billing & invoicing and accounts (medical reports & copy records)
Management of appointment system
Operation of the telephone system
Troubleshooting and reconciliation of clinical database, IT & reporting of faults

Management of medical records, Summarising and Scanning

Ensure medical records are kept up to date with all necessary information, neat and tidy in good repair (electronic and Lloyd‑George records)

To summarise all incoming new patient records and update existing records of patients not already summarised.

To summarise and read‑code all hospital correspondence onto the computer system.

Scanning all incoming and outgoing patient information into the appropriate electronic patient medical record as per practice procedure as required.

Call / Recall and Administration of Patients on Registers

To call or recall patients on specific disease registers as per practice procedure
Patients on QOF registers, abnormal smear register, child immunisation, health surveillance and post‑natal examinations, etc.
Management of Long‑term Conditions: call/recall and administration. Maintain high risk registers (vulnerable patients, learning disabilities, safeguarding etc.)
Full management and administration of the practice cytology procedure call recall

Secretarial Duties

To cover the secretary whilst on leave, completing all referrals
To offer other secretarial duties as required by manager or doctors
Completion of insurance forms and medical reports
To copy patients medical record, invoice and record all requests from external agencies including receipt of payments as per practice procedure
To take minutes of meetings as and when required

Management of Appointment Systems

Ensure total familiarity with appointment systems including regular and incidental variations
Book appointments and recalls ensuring sufficient information is recorded in medical record
Monitor effectiveness of the system and report any problems or variations required
Adding of clinical rotas onto the computer system and maintenance

Reception Duties

Greet and assist patients and visitors promptly and courteously. Constructive working relationships with colleagues and visitors.
Complete the Electronic Appointment Diary to ensure efficiency of appointment system and monitor flow of patients into consulting rooms.
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.
Advise patients of relevant charges for private services, accept payment and issue receipts for same if required.
Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to duty Doctor.
Action request for ambulance transportation
Ensure reception area and waiting areas are kept neat and tidy
Ensure adequate stationary and appropriate forms are available at all times.

GP Registration and Pathology Links

Accessing and dealing with all work received through GP registration Links and GP Pathology Links as per practice procedure.
Adding new and temporary patients including babies, deductions, updating patient records with change of address/name/DOB, matching patients in GP path links etc.

Operation of the Telephone System

Receive and make calls as required. Divert calls and take messages as appropriate.
Ensure that the system is operational at the beginning of each day and switched over to night service at the end of the day.

Start & End of Day Procedures

Open up the premises at the start of day, set alarm to day function and make all preparations to receive patients.
Secure premises at the end of each day. Building is totally secured, internal lights off and alarm activated.

Repeat Prescriptions

Receive patient requests for authorised repeat prescriptions whether in writing, verbally or online.
Where information retrieved is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action.
Ensure that problems and queries regarding repeat prescriptions are brought to the attention of the appropriate doctor and that follow‑up action is taken to resolve matters.

Any other delegated duties considered appropriate to the post

Sound knowledge of Windows and MS Office and System 1
An understanding, acceptance and adherence to the need for strict confidentiality, data security & protection at all times
Excellent problem solving, verbal and written communication skills
Flexible approach, team player and a good sense of humour

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 data.

Health & 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
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting 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 holder’s role
Undertaking periodic infection control training (minimum annually)

Equality and Diversity

The post‑holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises 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‑judgemental 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:

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

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 team’s performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources

Communication

The post‑holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution 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 appropriate
An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patient enquiries and requests.