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NHS Jobs; Ixworth; On-site; GBP 18,000 - 24,000; Part time

Job summary

The Medical Administrator role at Ixworth Surgery involves providing secretarial and administrative support to GPs and the wider practice team. You will process referrals, manage clinical correspondence, update patient records and code clinical information accurately within the practice system.

The post requires organisational skills and accuracy to handle a varied workload, while collaborating with colleagues to ensure smooth day-to-day running of the practice.

Qualifications

• Secretarial and administrative support to GPs and the practice team.
• Process referrals and manage clinical correspondence, updating patient records.
• Accurately code relevant clinical information within the practice system.

Responsibilities

• Provide an efficient secretarial and administrative service to GPs and healthcare professionals.
• Prepare letters, reports, referrals, and other correspondence accurately and within appropriate timescales.
• Process patient referrals using the appropriate referral pathway, including electronic referrals.
• Develop knowledge of local referral pathways, services and procedures.
• Arrange appointments, referrals and admissions where required.
• Monitor referrals and follow up outstanding information or actions.
• Liaise with patients, hospitals and other healthcare organisations regarding referrals and patient care.
• Receive and make calls, taking messages and dealing with queries.
• Maintain secure administrative systems for easy access to referral information.
• Receive, process and distribute incoming and outgoing correspondence.

Skills

Secretarial skills

Administrative support

Clinical coding

Data entry

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 data.

Health & safety

• 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 identified

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

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services

• 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

General

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.