Medical Administrator

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 Monday to Thursday to ensure optimal staffing levels.
However, training schedules may vary.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.
How to Apply - application form only.Please complete the application form andreturn to Steph Raistrick at or post to Sid Valley Practice, Sedemuda Road,Sidmouth, Devon, EX10 9YA.
Main duties of the job 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 About us We serve the surrounding communities of Sidmouth and have around 14,600 patients registered with us.
We operate from two sites; the main surgery is the The Beacon Medical Centre and the Victoria Hospital in the town centre.
Job description Job responsibilities Purpose of the Role The medical administrator serves as a key member of the GP practice team, providing essential support to ensure smooth and efficient practice operations.
This role is integral to delivering high-quality patient care by offering comprehensive administrative assistance and fostering effective communication among patients, healthcare professionals, and associated agencies.
Key objectives of the role include.
General Assistance: Provide support to the practice team, projecting a positive and friendly image to patients and visitors, both in person and via the telephone.
Patient Reception and Direction: Receive, assist, and direct patients efficiently and courteously, ensuring they access the appropriate healthcare services or professionals.
Administrative and Organisational Support: Perform a variety of administrative tasks, working closely with doctors, nurses, and other healthcare professionals to maintain effective practice operations and deliver high-quality patient care.
Facilitation of Communication: Enable effective communication between patients, the Primary Health Care Team, Secondary Care, and other associated Healthcare Agencies, ensuring seamless coordination and information flow.
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 enquiries, 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: Organising 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.
Confidentiality and Security Data Protection: Ensuring all patient information is kept confidential and secure, following legal and ethical guidelines.
Access Control: Managing access to patient records and sensitive information, ensuring only authorized personnel can access it.
Policy Compliance: Ensure the practice complies with healthcare regulations and guidelines, such as GDPR and NHS policies.
Health and Safety Policy Adherence: 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 and Safety Manual and the Practice Infection Control Policy and published procedures.
Personal security systems: Will be utilised within the workplace according to Practice guidelines Risks: Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Reporting potential risks to Practice Management team.
Training: Undertake and make effective use of training to update knowledge and skills.
Infection control procedures: Adhere to these procedures and maintain work areas in a tidy and safe way and free from hazards.
Equality, Diversity, and Rights Support for Equality and Diversity: Support the equality, diversity, and rights of patients, carers, and colleagues.
Rights Recognition: Act in a way that recognizes the importance of peoples rights, interpreting them in a manner consistent with practice procedures, policies, and current legislation.
Respect for Privacy and Dignity: Respect the privacy, dignity, needs, and beliefs of patients, carers, and colleagues.
Welcoming and Non-judgmental Behaviour: Behave in a manner that is welcoming, non-judgmental, and respectful of individuals circumstances, feelings, priorities, and rights.
Quality Assurance and Improvement Alerting Team Members: Alert other team members to issues of quality and risk.
Self-Assessment: Assess own performance and take accountability for actions, either directly or under supervision.
Team Effectiveness: Contribute to team effectiveness by reflecting on own and team activities and suggesting improvements.
Interagency Collaboration: Work effectively with individuals in other agencies to meet patients needs.
Time Management: Effectively manage own time, workload, and resources.
Communication Team Communication: Communicate effectively with other team members.
Patient and Carer Communication: Communicate effectively with patients and carers.
Alternative Communication Methods: Recognize and respond to people's needs for alternative methods of communication.
Contribution to Service Implementation Policy Application: Apply practice policies, standards, and guidance.
Policy Discussion: Discuss with team members how policies, standards, and guidelines will affect own work.
Audit Participation: Participate in audits where appropriate.
System Optimization: Contributing to the development and implementation of new administrative procedures and technologies to enhance practice efficiency.
Personal and Professional Development Training Participation: Participate in any training programs implemented by the practice as part of employment.
Performance Review: Engage in an annual individual performance review and take responsibility for maintaining a record of personal and/or professional development.
Self-Development: Take responsibility for own development, learning, and performance.
Skill Sharing: Demonstrate skills and activities to others undertaking similar work to enhance team capabilities.
Person Specification Experience Essential Experience of working with the general public.
Experience of administrative/receptionist duties.
Excellent communication skills (written and oral).
Strong IT skills.
Competent in the use of Office and Outlook.
Desirable Experience of working in a health care setting.
Experience of working as a Medical Secretary/audio typing.
SystmOne Software Experience.
Qualifications Essential Educated to GCSE level or equivalent.
GCSE Mathematics and English (C or above).
Desirable NVQ level 2 in Health and Social Care.
Personal Qualities Essential Polite and confident.
Flexible and cooperative.
Motivated.
Forward thinker.
High levels of integrity and loyalty.
Sensitive and empathetic in distressing situations.
Ability to work under pressure.
Flexibility to work outside of core office hours when required.
Clear, polite telephone manner.
Flexibility to work outside of core office hours.