Medical Administrator

Job description

Job responsibilities

Suttons Wharf Health Centre

JOB TITLE: ADMINISTRATOR

REPORTS TO: OPERATION MANAGER

Job summary:

The purpose of the role is to:

Offer general assistance to the Health Centre team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Use medical computer systems, EMIS. Use IT systems as directed by the Health Centre, NHS e-mail. On line training. Intranet and other information technology as this develops.

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Health Centre including the provision of secretarial and clerical support to clinical staff and other members of the Health Centre team

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies. This will include the use of IT systems for effective communication

To participate in the registration of new patients and the management of patients registration and the smooth running of the medical records system using various IT systems

Encouraging patients to use technology to access services

Participate in call and recall for patients making suitable appointments

Participating in training at the Health Centre and network level

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the Health Centre administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Supervisor/Operation Manager, dependent on current and evolving Health Centre workload and staffing levels:

• Opening up/locking-up of Health Centre premises and maintaining security in accordance with Health Centre protocols
• Maintaining and monitoring the Health Centre appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional using the Health Centre procedures
• Processing and distributing incoming (and outgoing) mail and electronic data
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with Health Centre guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with Health Centre procedures
• Promoting a positive image of the Health Centre at all times
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Clearing and re-stock consulting rooms as required
• Providing clerical assistance to Health Centre staff as required including word/data processing, filing, photocopying and scanning
• Processing e referrals as per Health Centre protocol
• Ordering, re-ordering and monitoring of stationery and other supplies
• Dealing with clinical waste
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

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, Health Centre staff and other healthcare workers. They may also have access to information relating to the Health Centre 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 Health Centre may only be divulged to authorised persons in accordance with the Health Centre 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 Health Centre health & safety policy, the Health Centre health & safety manual, and the Health Centre infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to Health Centre 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 Health Centre 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 Health Centre 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
• Lead on areas of work

Quality:

The post-holder will strive to maintain quality within the Health Centre, 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:

The post-holder will:

• Apply Health Centre 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

Person Specification

Qualifications

• GCSE or equivalent grade A to C in English and Maths Qualified to NVQ level 2 in Health and Social Care

• Qualified to NVQ level 3 EMIS trained knowledge of using MS office and email clients

Experience

• Experience of working within General Practice

• Experience of dealing with IT issues in general practice

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Suttons Wharf Health Centre

Address

26 Palmers Road

London

E2 0FA

https://www.suttonswharfhealthcentre.nhs.uk/