The Old Fire Station Surgery
Job Description
Job Title:
Practice Administrator
Responsible to:
Practice Manager and Deputy Practice Manager
Job Summary
The position of Practice Administrator will be to provide support to the practice team through administrative duties.
Primary Responsibilities
The following are the core responsibilities of the Practice Administrator in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
- Implement the practice’s recall schedule for all chronic disease management programmes (e.g. diabetes, hypertension, asthma, COPD, CKD, mental health, learning disabilities) in line with SOPs set by the Digital and Data Manager.
- Send recall invitations and appointment reminders following approved templates and schedules.
- Monitor responses to recall messages, recording outcomes, and flagging non-responders within agreed timeframes.
- Co-ordinate with the Management Team to ensure appropriate appointments are available to support recall activity.
- Action recall tasks and workflows assigned to them
- Run pre-configured searches as directed by the Management Team to identify patients with outstanding QOF, enhanced service or other clinical requirements.
- Apply SNOMED CT codes and update structured data fields in clinical records as directed and within agreed competency frameworks.
- Manage day-to-day patient messaging in line with recall schedules and clinical team requests.
- Monitor messaging inboxes/queues for patient responses and action or escalate as appropriate.
- Enter and update clinical codes in the electronic patient records as directed by the Clinical or Management team, within agreed competency parameters.
- Identify and report data quality issues or discrepancies to the Management Team.
- Input data into the patient’s healthcare records as necessary.
- Read code data on the clinical system, System One.
- Liaising with GPs as necessary
- Ensure line manager is made aware of any circumstances that may impact on managing your workload.
- Maintain a clean, tidy, effective working area at all times.
- Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children.
- Undertake all mandatory training and induction programmes.
- Contribute to and embrace the spectrum of clinical governance.
- Attend a formal appraisal with their line manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.
Secondary Responsibilities
In addition to the primary responsibilities, the Practice Administrator has the following wider responsibilities:
- Undertake training where relevant to the tasks and responsibilities associated with the role, including mandatory training, as agreed with your manager.
- Perform any duty specifically delegated by your manager as being properly the responsibility of the role.
- Support the scanning, filing, and coding of incoming clinical correspondence as required.
- Support the reception team as required
Other Responsibilities
All staff at The Old Fire Station Surgery have a duty to conform to the following:
Equality, Diversity and Inclusion
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons – it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire
This practice is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety. You have a duty to take reasonable care of Health and Safety at work for you, your team and others, and to cooperate with employers to ensure compliance with Health and Safety requirements.
All personnel are to comply with the:
- Health and Safety at Work Act 1974
- Environmental Protection Act 1990
- Environment Act 1995
- Fire Precautions (workplace) Regulations 1999
- Other statutory legislation which may be brought to the post-holder’s attention
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
Quality and Continuous Improvement
To preserve and improve the quality of the practice’s outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction
We will provide a full induction programme, and management will support you throughout the process.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. Staff may also be permitted (subject to approval) undertake external training courses which will enhance their knowledge and skills.
Collaborative working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
All staff at the practice must adhere to the information contained within the practice policies, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.
Pay: From £12.71 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- On-site parking
Work Location: In person
