Job summary Sid Valley Practice is seeking a motivated and enthusiastic individual to join our Medical Administration team as a full-time Medical Administrator. This permanent role offers a contract for up to 37 hours per week, working 4 days a week to ensure optimal staffing levels. Key Responsibilities: Administrative Support: Provide efficient and accurate services for GPs and health professionals, including the preparation of letters, reports, and patient referrals. Patient Interaction: Handle incoming and outgoing telephone calls to facilitate timely and appropriate communications, take messages and address queries. Appointment Coordination: Assist with booking appointments both at the surgery and wider NHS services. Task Management: Action tasks sent by doctors promptly and efficiently, including emailing urgent letters and referrals. Data Management: Maintain accurate medical data, ensuring that patient records, addresses, and protocols are up-to-date. Administrative Duties: Support the registration of new patients, manage daily administrative tasks, and assist with medical and insurance records retrieval. Collaboration: Work closely with the clinical team to provide exceptional patient service and assist with booking telephone appointments as needed. Main duties of the job About You: The successful applicant will: Adaptability: Demonstrate the ability to manage a fast-paced, ever-changing workload. Customer Service: Possess excellent customer service skills and a caring approach to patients. Organisational Skills: Be highly organised, with the ability to prioritise tasks and multitask effectively. IT Proficiency: Have good IT skills and a willingness to learn new systems. Communication: Exhibit strong organisational and communication skills. Benefits: Training: Full training will be provided, making this an excellent opportunity for those without medical administration experience. NHS Pension Scheme: Available to all staff. Compensation: Pay is based on the national minimum wage and experience. About us How to Apply: Please complete the application form and return to Steph Raistrick at d-icb.sidvalleypmnhs.net or post to Sid Valley Practice, Sedemuda Road, Sidmouth, Devon, EX10 9YA. Closing date: 2nd February 2025. Please note, we reserve the right to close this vacancy early if we receive sufficient applications. Provisional date for interviews: Thursday 6th February 2025. Date posted 21 January 2025 Pay scheme Other Salary £11.44 an hour Contract Permanent Working pattern Full-time, Part-time Reference number A4646-25-0001 Job locations Beacon Medical Centre Sedemuda Road Sidmouth Devon EX10 9YA Victoria Hospital Sidmouth Devon EX10 8EW Job description Job responsibilities The role of the medical administrator encompasses a variety of tasks, though the individual in this position will not necessarily be responsible for all of them: Patient Interaction and Communication Reception Duties: Welcoming patients, managing inquiries, and providing information about the practice. Appointment Scheduling: Booking, rescheduling, and cancelling patient appointments using practice management software. Telephone Management: Handling incoming calls, directing them to appropriate staff, and taking messages as necessary. Patient Registration: Registering new patients and updating existing patient records. Administrative Support Record Keeping: Maintaining accurate and up-to-date patient records, including personal information and medical histories, both digitally and on paper. Data Entry: Inputting data into electronic health records and practice management systems. Correspondence: Managing incoming and outgoing mail and emails, and drafting correspondence as required. Medical Reporting: Assisting in the preparation and distribution of medical reports and summaries. Medical Summarising: Summarise and update medical records to ensure they are comprehensive and accessible to healthcare providers. Referrals and Communication: Type and send referral letters and other communications to specialists and external healthcare providers. GP Rota Management: Assist in creating and maintaining the GP rota to ensure adequate staffing and coverage. Prescription Management Prescription Processing: Assist with the preparation and management of repeat prescriptions, ensuring they are processed efficiently and accurately. Liaison with Pharmacists: Communicate with local pharmacies to resolve any prescription issues and ensure timely medication delivery. Medication Queries: Address patient queries related to prescriptions and medications. Patient Care Coordination Referral Management: Coordinating referrals to specialists and other healthcare services as directed by the GPs. Follow-ups: Organizing follow-up appointments and tests, and ensuring patients are reminded of upcoming appointments. Patient Liaison: Acting as a point of contact for patients regarding their care and any administrative issues. Referrals and Communication: Support the secretarial team when required with referral letters and other communications to specialists and external healthcare providers. Job description Job responsibilities The role of the medical administrator encompasses a variety of tasks, though the individual in this position will not necessarily be responsible for all of them: Patient Interaction and Communication Reception Duties: Welcoming patients, managing inquiries, and providing information about the practice. Appointment Scheduling: Booking, rescheduling, and cancelling patient appointments using practice management software. Telephone Management: Handling incoming calls, directing them to appropriate staff, and taking messages as necessary. Patient Registration: Registering new patients and updating existing patient records. Administrative Support Record Keeping: Maintaining accurate and up-to-date patient records, including personal information and medical histories, both digitally and on paper. Data Entry: Inputting data into electronic health records and practice management systems. Correspondence: Managing incoming and outgoing mail and emails, and drafting correspondence as required. Medical Reporting: Assisting in the preparation and distribution of medical reports and summaries. Medical Summarising: Summarise and update medical records to ensure they are comprehensive and accessible to healthcare providers. Referrals and Communication: Type and send referral letters and other communications to specialists and external healthcare providers. GP Rota Management: Assist in creating and maintaining the GP rota to ensure adequate staffing and coverage. Prescription Management Prescription Processing: Assist with the preparation and management of repeat prescriptions, ensuring they are processed efficiently and accurately. Liaison with Pharmacists: Communicate with local pharmacies to resolve any prescription issues and ensure timely medication delivery. Medication Queries: Address patient queries related to prescriptions and medications. Patient Care Coordination Referral Management: Coordinating referrals to specialists and other healthcare services as directed by the GPs. Follow-ups: Organizing follow-up appointments and tests, and ensuring patients are reminded of upcoming appointments. Patient Liaison: Acting as a point of contact for patients regarding their care and any administrative issues. Referrals and Communication: Support the secretarial team when required with referral letters and other communications to specialists and external healthcare providers. Person Specification Experience Essential Experience of working with the general public. Experience of administrative/reception duties. Strong IT skills. Ability to work as a team member and autonomously. Competent in the use of Office and Outlook. Desirable SystmOne software experience. Experience of working in a health care setting. Experience of working as a medical secretary/audio typing. Qualifications Essential GCSE mathematics and English (grade C or above). Desirable NVQ level 2 in Health and Social Care. Person Specification Experience Essential Experience of working with the general public. Experience of administrative/reception duties. Strong IT skills. Ability to work as a team member and autonomously. Competent in the use of Office and Outlook. Desirable SystmOne software experience. Experience of working in a health care setting. Experience of working as a medical secretary/audio typing. Qualifications Essential GCSE mathematics and English (grade C or above). Desirable NVQ level 2 in Health and Social Care. Employer details Employer name Sid Valley Practice Address Beacon Medical Centre Sedemuda Road Sidmouth Devon EX10 9YA Employer's website https://www.sidvalleypractice.nhs.uk/ (Opens in a new tab)