Administrator Exeter, England
Job description
Job summary
We are looking for two full time administrators to compliment our growing team. The working pattern will be one administrator working M, W & F 8am - 4pm and Tu & Th 10am - 6pm and the other working M, W & F 10am - 6pm and Tu & Th 8am - 4pm. This role also involves working one Saturday per quarter (so four per year) 8.45am - 5.15pm as overtime. £11 per hour is the starting rate of pay, however, for an experienced candidate (EMIS web user in General Practice) this is negotiable.
The Administrator is responsible for undertaking a wide range of administrative duties and for the provision of general support to the multidisciplinary team.
The Administrator is a key part of the team. You will ensure an effective and efficient administrative service is provided to the Practice. You will work primarily at our Pinhoe premises but you may be required to work at our Broadclyst surgery from time to time. To promote our ethos of good team working, you will assist the Patient Services Administration team for the first hour of your shift on the days where you start at 8am. This will involve answering the telephone and dealing with a variety of patient queries in a polite and professional manner.
Enthusiasm, professionalism, strong teamwork ethos and attention to detail are skills that are required of the post-holder. A good level of IT skills is also a requirement as there are many systems that the post holder will need to use.
Main duties of the job
To provide high-quality administrative support to the Practice to include:
a. Taking ownership of the clinical document process to include opening the post, scanning the documents, clinically coding the documents, carrying out any appropriate action contained within the document, determining if it requires forwarding to the patients registered GP (following a robust standard operating procedure).
b. Processing, including the coding of, and responding to, highly confidential safeguarding documents.
c. Initiating contact with and responding to, requests from patients, team members and external agencies.
d. Processing GP2GP transfers (electronic transfer of patients medical records to or from the practice) and following up on any anomalies.
e. Receiving and processing of insurance reports and other forms including raising invoices and accurately recording the request and its progress in EMIS Web (clinical system).
f. Adhoc coding such as from immunisation campaigns.
g. Summarising of incoming patients medical records (specific external training will be provided).
h. Receiving and processing patients request for copies of their medical records (subject access requests).
i. Taking ownership of the recall process for chronic disease and long-term conditions.
j. Booking private medicals.
k. Receiving and actioning emails through the administrators generic team email inbox.
l. Uploading referral forms onto the e-referral system, responding to referral queries and processing advice and guidance responses.
m. Processing the records of deceased patients (death certificates, cremation forms).
n. Input information into the patients healthcare records as necessary, for example, an ongoing patient query, so that the team can assist in your absence.
o. Maintain a clean, tidy, effective working area at all times.
p. Support clinical staff with general tasks as requested.
q. Partake in audit as directed by the audit lead.
r. Support the team by providing cover during staff absences.
s. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. Signpost patients, and in appropriate circumstances, refer patients to the correct service (CPCS) (8-9am).
t. To stay up to date with required mandatory training.
The above list is not exhaustive, all personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
Overview of the organisation
We are a two-site dispensing practice on the edge of Exeter extending onto the countryside of East Devon with an expanding patient population currently over 16,200. We are a welcoming and friendly team, who pride ourselves on our supportive environment.
The successful candidate will work collaboratively within our Administration team and our Patient Services Administration (formerly Reception) teams, and be supported by, and provide support to, our GPs, Paramedic Practitioner, Practice and District nurses, Occupational therapist, Dietitian, Clinical Pharmacists, Social Prescriber, Dispensary team and Management team.
Job Type: Full-time
Salary: From £11.00 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- On-site parking
Schedule:
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Exeter: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Application deadline: 12/03/2023
