Job Purpose
The Medical Administrator will provide an efficient, professional and patient-focused administrative service within a private medical setting in Glandwr. The role involves managing patient enquiries, appointments, clinical correspondence and administrative processes, while supporting clinicians and consultants to ensure the smooth day-to-day running of the service.
The postholder will be required to work confidently with Semble, the practice’s clinical and patient management system, and maintain accurate, timely and confidential patient records. Training will be provided.
Key ResponsibilitiesPatient Administration and Enquiries
· Monitor the practice inbox daily and respond to, action or appropriately redirect enquiries in a timely and professional manner.
· Deal with all medical and administrative enquiries from patients, GPs, clinicians and other healthcare professionals.
· Manage incoming and outgoing telephone calls relating to patient and medical enquiries.
· Arrange, cancel and reschedule patient appointments as required.
· Provide a professional, helpful and reassuring point of contact for patients throughout their journey.
· Ensure all patient contact and relevant actions are accurately recorded on Semble.
· Maintain a high standard of confidentiality when handling sensitive patient and medical information.
Semble and Clinical System Administration
· Maintain accurate and up-to-date patient information and records within Semble.
· Open and manage clinicians’ diaries on Semble.
· Arrange clinician diary changes, including diary swaps, late starts and other amendments.
· Manage the online booking system and ensure appointment availability is accurate and up to date.
· Send GP referrals via Semble and ensure relevant information is processed correctly.
· Record all appropriate patient communications, enquiries and administrative actions on Semble.
Clinical and Consultant Administration
· Provide administrative support to consultants and clinicians.
· Manage consultant correspondence and administrative requirements.
· Receive, process and distribute medical letters and other clinical correspondence appropriately.
· Liaise with clinicians and consultants regarding appointments, correspondence and administrative queries.
· Ensure clinical correspondence is handled promptly and directed to the appropriate recipient.
General Administration
· Respond to and manage Consultant-related enquiries.
· Liaise with patients and relevant colleagues regarding specialist services.
· Send feedback questionnaires to patients following their Consultant appointments or episodes of care.
· Record relevant communications and actions appropriately within the required systems.
Reception
· Provide ‘front of house’ Reception duties, including meeting and greeting and telephone duties; ensuring patients and visitors and comfortable and offered appropriate refreshments.
Payments and Financial Administration
· Take patient payments accurately and securely in accordance with practice procedures.
· Ensure payment-related queries are dealt with promptly or escalated where appropriate.
· Maintain appropriate records of payments and associated patient administration.
Other Healthcare Services
· Monitor and respond to Surf Pacific medical enquiries, liaising with the appropriate colleagues or clinicians as required.
· Ensure enquiries are followed up appropriately and that relevant information is recorded.
Confidentiality, Governance and Patient Safety
· Maintain strict patient confidentiality at all times.
· Handle personal and medical information in accordance with practice policies, data protection requirements and information governance procedures.
· Follow practice procedures relating to patient identification, confidentiality, safeguarding and the secure handling of clinical information.
· Escalate any concerns, complaints, clinical issues or matters outside the postholder’s responsibility to the appropriate person.
· Maintain accurate and complete administrative records.
Person Specification
Essential
· Previous experience in an administrative or patient-facing role, preferably within healthcare or a professional services environment.
· Excellent organisational and time-management skills.
· Strong written and verbal communication skills.
· Confident telephone manner and ability to communicate sensitively with patients.
· High level of accuracy and attention to detail.
· Ability to manage multiple tasks and competing priorities.
· Ability to work independently while also contributing effectively to a wider team.
· Strong IT skills and confidence learning and using specialist systems.
· Understanding of the importance of confidentiality when handling personal and medical information.
· Professional, approachable and patient-focused manner.
Desirable
· Previous experience working within a private medical practice or NHS/healthcare environment.
· Experience using Semble or a similar clinical/patient management system.
· Experience with online appointment booking systems.
· Experience dealing with consultants, GPs and other healthcare professionals.
· Knowledge of medical terminology and clinical administration processes.
· Experience handling patient payments.
Personal Qualities
The successful candidate will be:
· Professional and approachable.
· Calm and confident when dealing with patients and medical enquiries.
· Highly organised and able to prioritise effectively.
· Reliable and conscientious.
· Discreet and trustworthy.
· Detail-oriented, particularly when handling patient and clinical information.
· Flexible and willing to support colleagues across different areas of the service.
· Proactive, with a positive approach to problem-solving.
· Committed to providing an excellent patient experience.
Key Expectations
The Medical Administrator is expected to contribute to the efficient and professional running of the practice by ensuring that patient enquiries, appointments, clinical correspondence and administrative tasks are dealt with accurately, promptly and confidentially.
The postholder will be an important point of contact between patients, clinicians, consultants, GPs and the wider administrative team and should always maintain a high standard of professionalism and patient care.
Working days - 4 Days
Pay: From £14.00 per hour
Work Location: In person
