Job summary
Looking to recruit a confident and enthusiastic experienced Administrator to support the Medical Secretary Team including administration of the secretaries' email account. Dealing with general enquiries from patients, data input, referrals, general mail handling.
The Hawthorns Surgery is looking for a motivated and experienced Office Manager to join our Surgery. This will be a permanent position over 30 hours per week, Monday to Friday.
The ideal candidate will have a background in overall Office Administration from a healthcare setting, ideally from a GP Surgery but this is not essential. You must be able to thrive in a busy working environment and be pro-active in your approach to work.
The successful candidate will report directly to the Office Manager and will work closely with the Surgery Partnership, Clinical & Administration team.
Candidates must have an excellent telephone manner, customer service skills, be computer literate, attention to detail and be flexible and undertake other duties as required in order to maintain the efficient running of the Practice.
Previous NHS GP Practice experience preferred but not essential.
Main duties of the job
Action and respond to emails receivedvia the secretary email account and forward emails to relevant staff ordepartments as required.
Dealing with patient questions andqueries.
Assisting the medical secretaries withreferral administration including physiotherapy, podiatry, radiology, fit testreferrals and Community referrals.
Keeping patients updated on referralstatus.
Smear recalls.
Tasks involving booking appointments,sending correspondence to patients and consultants.
Emailing sick notes to patients.
ENT reminders and sending ENTconsultations to other surgeries.
Assisting with 24 Hr BP to upload andtask Doctor with results.
Fire alarm test once a week.
Daybook tasks to be checked throughoutthe day and completed as soon as possible.
Docman to be checked daily and actiontaken as per instruction from GP. Thesemust be completed when dealt with.
Registrations and deductions ofpatients.
Scanning correspondence to patientsrecords.
About us
Hawthorns Surgery is a renowned CQC rated GOOD surgery in Wylde Green, Sutton Coldfield. The Surgery currently is led by a 6 like-minded GP Partnership. It is a busy Surgery with a patient list size of 11000 circa. The Hawthorns Surgery is an undergraduate and postgraduate training Surgery. Hawthorns is a forward thinking Surgery and have fought hard to maintain a personal list system which research has proved to be best Surgery. The Surgery has an exceptional clinical and non-clinical team with outstanding staff retention rates. The Surgery operates out of a purpose built premises, offering facilities to provide patient centred medicine supported by EMIS Web (clinical system).
The surgery also provides an in house Minor Surgery, Physio (FCP) and GPwSI ENT services.
A strong support team is in place to deliver the service including Practice Nurses, Clinical Pharmacists, Social Prescriber, Physician Associate, Paramedics, Clinical Coders/Scanners, Practice Secretaries, experienced and fully trained Reception team and a designated Prescription team.
Job description
Job responsibilities
1. Action and respond to all emailed received via the practice email accounts.
2. Forward emails to relevant staff or departments as required.
3. Dealing with patient questions and queries
4. Managing the Advice & Guidance requests in addition to inputting responses from into clinical records.
5. Assisting the medical secretaries with referral administration. Such as confirming address, contacts for departments.
6. Keeping patients updated on referrals status.
7. Assisting with the administration following patient deaths including notifying the Register Office or Coroner as necessary.
8. Recording school immunisations into patients notes. Some data entry of smears and retinal screening results.
9. Preparing two week wait referrals
10. Handling all incoming post. Opening and distributing the relevant individuals/departments.
Person Specification
Experience
Essential
11. Administrative experience. Dealing with patients/customer over the phone.
Desirable
12. Experience of working in a GP practice
Qualifications
Essential
13. GCSE grade A to D in English and Maths