Medical Administrator: To be responsible for the provision of an efficient, comprehensive Data, secretarial and administrative support service to the Practice. To undertake these duties without direct supervision, working within broad procedural guidelines. To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant. To ensure that complaints which cannot be swiftly resolved to the patients satisfaction be referred to the Practice Management Team. Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality. Promote the values and ethos of the practice included in our mission statement. Key Responsibilities Undertake general and Medical Administrator duties for the Management team as required including: Ensure you are fully operational at your workstation for the start of your shift. Be able to undertake the open and closing down procedures of the Practice. To take messages for GPs from patients and other agencies. To attend all relevant meetings and training sessions as required. To maintain filing administrative systems so that written or computer information is easily accessible and secure. To receive and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with queries. To maintain the computer clinic system in an accurate and secure manner. To provide cover for other team members during periods of sickness and annual leave. To maintain adequate supplies of office and patient stationery in order to perform your duties. Ensure an effective and efficient service is provided to patients and any other visitors to the practice updating the Visit Book and Confidentiality sheets. Scanning and recording all visitor sheets and confidentiality sheets in an auditable manner. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Dealing with patient enquiries and investigation results i.e. Blood tests, and take messages, ensuring accuracy of detail and prompt appropriate delivery i.e. urgent results to on-call Doctor. Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details and refer to on-call Doctor. Action all prescription requests via EPS and non-EPS and ensure that they are ready for collection by the patient within 48 hours. Read code new diagnosis and results. Summarize new patient records from paper records and GP2GP generated records. Check the patients review dates on prescription requests and contact the patient if overdue. Prepare lists for all surgeries and clinics held, for the following day as a backup in the event of computer failure. Inform patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same. Make sure the petty cash float is accurate and appropriate change report to the Practice Management Team monthly to give receipts and cash flow information. Enter patient information on to the computer as required. Familiarize new protocols in order to sign post patients for the best treatment and service for them. Action and record requests for ambulance transportation. Update patient computer records and notes correspondence details. Retrieve record and re-file records as required, e.g. PMA reports, Solicitors request. Record insurance and solicitor notes request in the correct manner (refer to protocol) Ensure that all new patients are registered onto the computer system promptly and accurately. Integrate forms into Emis Web. Scanning via Docman, Emmis web and Microsoft. Provide an efficient audio, copy typing and word processing service for the GPs and Health professionals as required. This includes the typing of letters, reports, patient referrals, minutes of meeting, memorandums etc. with relevant READ coding in an accurate and quality manner. To assist with the gathering of statistics and information required if choose and book. Have the knowledge of third-party information in patients medical notes regarding solicitors request for information. How to send an invoice to a third party via NHS email and post. How to record payments with the correct READ code Regularly check the NHS mail for new emails and action immediately Undertake any other additional duties appropriate as may be requested by the Partners or Management TeamPremises: Open premises at the start of the day when first to arrive, de-activate alarm, switch computers and phones on and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, internal lights and computers are off, and phones are switched over to Out-of-Hours service and the alarm activated. Ensure that Consulting Rooms are prepared for each session, then checked and left tidy and secure afterwards.Working Environment Carry out routine checks to ensure your workstation is clean and tidy at the start and end of your shift. Ensure all equipment in your workstation is operational and up to date and report any issues to your line manager. Ensure that confidential patient information is stored and handled according to protocol and report any concerns to your line manager.Health & Safety Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to your line manager.Confidentiality Ensure patient and Practice information is always kept confidential and secure, in accordance with the Information Security and Confidentiality protocols.Performance/Professional Development To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice. To participate in regular appraisal meetings. To participate in regular team meetings.Equality & Diversity To support the equality, diversity and rights of patients, carers, and colleagues according to Practice protocol.