Overview
West Heath Surgery is a forward-thinking and innovative GP practice within West Heath, Birmingham. As part of the SDSmyhealthcare federation, we aim to provide a first class service to our patients with the Medical Administrator role being vital in this delivery.
The role of a Medical Administrator at West Heath Surgery involves developing a professional rapport with our patients to help resolve and signpost a variety of health needs and queries. You will make an assortment of appointments across numerous clinics, complete administrative workflow tasks within our clinical systems, and provide administrative support to clinicians and managers within the organisation to ensure that our patients receive the highest level of patient care in a friendly, patient-first manner.
Main duties of the job
The post holder is responsible for providing the first point of contact for patients and acts as a focal point of communication between patients, doctors and other medical staff. The post holder should also showcase proficiency in speaking and writing English fluently, display strong organisational skills, and have the ability to work under their own initiative while prioritising their workload to meet deadlines.
Previous experience in using EMIS Web software in a medical environment is desirable, alongside the capability of maintaining complete and accurate records with the ability to provide excellent patient service.
Key Responsibilities
Reception
* Receiving and directing patients
* Handling telephone and general enquiries
* Making appointments and taking requests for home visits
* Taking messages
* Processing all forms of communication relating to patients
* Administrative workflow tasks on the clinical system
* Ensuring work areas are tidy
* Making appointments for medical representatives
* All forms of data entry and recording relating to patients, including scanning
* Assisting with the onward management of patients as required (e.g., booking further appointments, referrals)
* Assisting clinicians as a chaperone where required
* Providing administrative support to clinicians and managers within the organisation
* Following and adhering to Health and Safety procedures
* Any other delegated duties considered appropriate for the post
Communication
* Communicate effectively to deliver excellent customer service to patients
* Promote effective teamwork with all staff
* Provide appropriate communication to identify problems and solutions promptly
Special Requirements of the post
* An understanding, acceptance and adherence to the need for strict confidentiality
Experience
* Previous experience of working in an office environment
* Previous medical receptionist experience
* Experience of using EMIS Web software
Qualifications
* GCSE English grade C or above
* RSA II typing/word processing or equivalent
* Basic understanding of Microsoft Office packages
Skills
* Proficient in reading and writing English
* Speak and understand fluent English to receive and issue instructions concerning patients in English without the risk of misunderstanding
* Strong organisational skills and ability to maintain complete and accurate record systems
* Ability to work under own initiative and prioritise workload to meet deadlines
* Ability to provide excellent customer service
* Good interpersonal skills
Knowledge
* Good standard of communication both orally and in writing
* Specific understanding of the confidential nature of the work in hand
* Conversant with Microsoft Word
* Understanding of confidentiality and Data Protection Act
* Knowledge of the local area
Personal Qualities
* A willingness to work in a flexible and co-operative manner with colleagues
* Ability to work as a team or on own initiative
* Ability to cope with change
* Reliable
* Good time keeper
* Friendly and approachable
* Willingness to undertake a DBS check
* Willingness to undertake training
* Able to cope under pressure
Person Specification
The person specification is embedded within the sections above and aligns with the qualifications, experience, skills, knowledge and personal qualities required for the role.
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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