We are currently recruiting for General Medical Administrators to join our growing and enthusiastic team of administrators here at Ashfields Primary Care Centre in Sandbach. These are dual roles, where your working hours are split between working within the Reception and Medical Secretary Team.
Main duties of the job
You will support the larger administrative team in delivering excellent care to our 28500 patient base. This General Medical Administrator role will cover the Reception and Medical Secretary Team.
The hours for this role will be 37 hours a week spread over the following:
Monday: off
Tuesday: 08:00-18:00
Thursday: 08:00-18:00
Friday: 09:00-18:00
Saturday : 13:00-17:00
Within the Reception team your main duties will include covering the phones in our phone room to book appointments and assist with patient queries, covering the front desks to check patients in and deal with any over the desk correspondence and complete any other administrative tasks that are required within the reception team.
As part of the secretarial team your main duties will include typing and sending referral letters to secondary care and community services, assisting with the coordination of insurance reports, PIP forms, DVLA forms and Firearms certificates, and liaising with secondary care with regards to patient referrals and appointments.
About us
Ashfields is a large GP Practice based in Sandbach looking after around 28500 patients. We have a cohesive Clinical and Administrative team to be able to provide a versatile and accessible service for all.
We are a progressive teaching practice and are highly involved in our local Primary Care Network. We encourage training and development, we strive to provide excellent patient care, and are happy to achieve high patient satisfaction scores.
Job responsibilities
The following are core responsibilities of a General Medical Administrator covering the Reception and Medical Secretary role, there may be on occasion a requirement to carry out other tasks; this will be dependant on factors such as workload and staffing levels.
Reception Duties:
* Maintainingand monitoring the practice appointment system
* Processpersonal, telephone and e-requests for appointments
* Answerincoming phone calls, transferring calls or dealing with the callers requestappropriately
* Signpostpatients to the correct service
* Initiatingcontact with and responding to, requests from patients, team members andexternal agencies
* supportin the management of repeat prescriptions, ensuring they are processedaccurately and efficiently
* Actionincoming emails when necessary
* Photocopydocumentation as required
* Dataentry of new and temporary registrations and relevant patient information asrequired
* Inputdata into the patients healthcare records as necessary
* Carryout system searches as requested
* Monitorand maintain the reception area and notice boards
* Supportall clinical staff with general tasks as requested
* Communicate verbally with patients, other agencies, othermembers of the Primary and Secondary Healthcare Teams, and practice staff,receiving and relaying messages in a courteous and efficient manner, decidingupon the appropriate course of action.
* Maintain up to date skills and knowledge, and an awareness ofpatient-led service issues.
* Plan and prioritise office workload, take appropriate steps tomanage incoming and outgoing requests according to agreed timescales anddeadlines.
Secretarial Duties:
Referrals:
- Accurately process and send referrals via the NHSe-Referral Service (e-RS), ensuring all necessary clinical information isincluded.
- Monitor and track referral progress and follow up asneeded to ensure timely patient care.
Insurance Reports & Subject Access Requests (SARs):
- Complete and return medical reports for insurancecompanies in line with legal and practice protocols.
- Process Subject Access Requests in accordance withGDPR and data protection regulations.
- Redact confidential third-party or non-relevantinformation where appropriate.
- Work closely with GPs, nurses, consultants, and otherhealthcare professionals to support patient care and documentation needs.
-Act as a point of contact for external providers andrespond to administrative queries efficiently.
Administrative Duties:
- Manage incoming and outgoing correspondence, ensuringaccurate documentation and prompt responses.
- Maintain patient records and update clinical systemswith relevant information.
Confidentiality & Compliance:
- Handle all information with the highest level ofconfidentiality and professionalism.
-Ensure compliance with data protection, clinicalgovernance, and organisational policies. (GDPR)
Typing & Dictations:
- Type clinical correspondence and documentation fromdigital dictation, ensuring accuracy, correct formatting, and use ofmedical terminology.
-Prioritise urgent dictations and ensure timelycompletion.
Person Specification
Experience
* Experience of working with the General Public
* Experience of administrative duties
* Experience of working within a healthcare setting
Qualifications
* Educated to GCSE level or Equivalent
* GCSE Mathematics and English grade C or above (or equivalent)
* AMSPAR Receptionists Qualification
Skills
* Excellent communication skills both written and oral
* Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software
* Ability to work as part of a team and autonomously
* Ability to follow policy and procedure
* Problem solving and is able to use initiative
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.
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