Job summary We are recruiting for a Practice Administrator, to manage our registrations and patient records. We are based on the Brixton/Clapham border in purpose built premises. We are a larger supportive team, consisting of GP's, Nurses, Clinical Pharmacist, Management team, Receptionists, Administrators and Care Coordinators. Main duties of the job The main duties of this role is to be responsible for all aspects of registrations and patient records. We are fully digital for online registrations and registration workflow, the successful candidate will need have experience of EMIS Web and managing registrations. About us We are large multi disciplinary team, we have a good team ethos of working and supporting each other. The post holder will be managed by the Assistant Practice Manager and will have a detailed induction and regular review meetings. The Partnership are London Living Wage employers and all staff are automatically opted into the NHS Pension Scheme- they can opt out if they wish to do so. Date posted 07 April 2025 Pay scheme Other Salary £13.85 an hour Contract Fixed term Duration 12 months Working pattern Part-time Reference number A1743-25-0002 Job locations 18 Hetherington Road London SW4 7NU Job description Job responsibilities JOB TITLE: Practice Administrator- One Year Fixed Term Contract WORKING PATTERN: 20 Hours per week Monday Friday 4 hours per day to be worked between 9am-6.30pm RESPONSIBLE TO: Assistant Practice Manager The primary role of the practice administrator is to manage the practices registrations processes including online registrations, maintaining the registration work flow and ensure that patients clinical records are maintained. Respond to queries from Primary Care Support England and from patients efficiently. It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the practice and changes in how services are provided. The Partners reserve the right to redistribute duties and functions among members of staff from time to time and requests for such changes shall not be reasonably refused. Duties and Responsibilities New Patient Registrations. Ensure all paper registrations are fully completed, contacting patients where information is missing and are added to the clinical system within a specified time frame. Manage and maintain Health Tec 1- Online registrations- portal, ensuring all queries are actioned promptly. For paper registrations, ensure all details from the NPM Questionnaire are added to the clinical system including Patient Profiling and appropriate accurx messages are sent in relation to HIV testing & other target related information Actioning Personal Demographics Services for the NHS Spine. Ensure all childhood immunisation details are received and passed onto the Childhood Immunisation Care Co- Ordinator for processing. Maintain System for Registration and Deduction of Patients- Registration Workflow Process the daily amendments and deductions from PCSE via Registration workflow. Managing the out of area registrations in line with practice protocol. Process Change of Addresses and contacting patients and where appropriate deductions Processing change of name and gender in line with the practice policy, ensuring correct official documentation is present. Managing practice deductions for patients that are being removed from the practice list. Responsible for the maintaining and processing of the registration work flow with the exception of medication and areas covered by Healthtec1. Managing the FP69 process, contacting patients to confirm address and updating the clinical system accordingly. Liaise with PCSE- Primary Care Support England- and other practices on any queries regarding patient records Action all emails from PCSE in relation to and not exhaustive, duplicate patients/NHS Numbers and adoption. Communicate as necessary with PCSE. Maintenance of Lloyd George Records Match medical records- paper when received at practice- and update receipt via Registration Workflow and pass on for note summarising. Process Medical Records or digital notifications to new practices to be returned to PCSE ensuring all bagged and labelled on a weekly basis. Other Duties : Provide support to the reception team as required to ensure adequate reception telephone cover. Provide support as required and instructed by the Assistant Practice Manager to the administrator responsible for medical reports & SARS requests Education Attend practice meetings. Attend suitable educational courses outside the practice. Attend training sessions within the practice. Complete mandatory Practice Index modules as required 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, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 practice may only be divulged to authorised persons in accordance with the practice 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 practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice 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 Demonstrate due regard for safeguarding and promoting the welfare of children. 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 recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that 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 practice as part of this employment, with 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 Quality: The post-holder will strive to maintain quality within the practice, 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 practice 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 This job description will be reviewed at your regular staff appraisal. It is the policy of Hetherington Group Practice that no job applicant or employee shall receive less favourable treatment than another on the grounds of sex, marital status, age, disability, race, religion, creed, colour, national origin or sexual orientation. This post is exempt from the Rehabilitation of Offenders Act 1974. You must therefore disclose all spent and unspent convictions, cautions, reprimands and final warnings. If you are offered the post we will need to obtain a satisfactory DBS disclosure for you. Job description Job responsibilities JOB TITLE: Practice Administrator- One Year Fixed Term Contract WORKING PATTERN: 20 Hours per week Monday Friday 4 hours per day to be worked between 9am-6.30pm RESPONSIBLE TO: Assistant Practice Manager The primary role of the practice administrator is to manage the practices registrations processes including online registrations, maintaining the registration work flow and ensure that patients clinical records are maintained. Respond to queries from Primary Care Support England and from patients efficiently. It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the practice and changes in how services are provided. The Partners reserve the right to redistribute duties and functions among members of staff from time to time and requests for such changes shall not be reasonably refused. Duties and Responsibilities New Patient Registrations. Ensure all paper registrations are fully completed, contacting patients where information is missing and are added to the clinical system within a specified time frame. Manage and maintain Health Tec 1- Online registrations- portal, ensuring all queries are actioned promptly. For paper registrations, ensure all details from the NPM Questionnaire are added to the clinical system including Patient Profiling and appropriate accurx messages are sent in relation to HIV testing & other target related information Actioning Personal Demographics Services for the NHS Spine. Ensure all childhood immunisation details are received and passed onto the Childhood Immunisation Care Co- Ordinator for processing. Maintain System for Registration and Deduction of Patients- Registration Workflow Process the daily amendments and deductions from PCSE via Registration workflow. Managing the out of area registrations in line with practice protocol. Process Change of Addresses and contacting patients and where appropriate deductions Processing change of name and gender in line with the practice policy, ensuring correct official documentation is present. Managing practice deductions for patients that are being removed from the practice list. Responsible for the maintaining and processing of the registration work flow with the exception of medication and areas covered by Healthtec1. Managing the FP69 process, contacting patients to confirm address and updating the clinical system accordingly. Liaise with PCSE- Primary Care Support England- and other practices on any queries regarding patient records Action all emails from PCSE in relation to and not exhaustive, duplicate patients/NHS Numbers and adoption. Communicate as necessary with PCSE. Maintenance of Lloyd George Records Match medical records- paper when received at practice- and update receipt via Registration Workflow and pass on for note summarising. Process Medical Records or digital notifications to new practices to be returned to PCSE ensuring all bagged and labelled on a weekly basis. Other Duties : Provide support to the reception team as required to ensure adequate reception telephone cover. Provide support as required and instructed by the Assistant Practice Manager to the administrator responsible for medical reports & SARS requests Education Attend practice meetings. Attend suitable educational courses outside the practice. Attend training sessions within the practice. Complete mandatory Practice Index modules as required 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, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 practice may only be divulged to authorised persons in accordance with the practice 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 practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice 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 Demonstrate due regard for safeguarding and promoting the welfare of children. 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 recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that 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 practice as part of this employment, with 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 Quality: The post-holder will strive to maintain quality within the practice, 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 practice 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 This job description will be reviewed at your regular staff appraisal. It is the policy of Hetherington Group Practice that no job applicant or employee shall receive less favourable treatment than another on the grounds of sex, marital status, age, disability, race, religion, creed, colour, national origin or sexual orientation. This post is exempt from the Rehabilitation of Offenders Act 1974. You must therefore disclose all spent and unspent convictions, cautions, reprimands and final warnings. If you are offered the post we will need to obtain a satisfactory DBS disclosure for you. Person Specification Experience Essential Experience of EMIS Web Experience & working knowledge of NHS Registration Process Experience of managing Patient Records- data- NHS Numbers, Name Changes Experience of working in General Practice Desirable Experience of using web based registrations Person Specification Experience Essential Experience of EMIS Web Experience & working knowledge of NHS Registration Process Experience of managing Patient Records- data- NHS Numbers, Name Changes Experience of working in General Practice Desirable Experience of using web based registrations 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 Hetherington Group Practice Address 18 Hetherington Road London SW4 7NU Employer's website http://www.hetheringtongp.co.uk (Opens in a new tab)