Apprenticeship Administrator - Workflow

Administrator position for NHS Medical Center in Long Eaton town centre

Employer Moir Medical Centre
Apprenticeship Business Administration Level 3
Weekly working hours Full time Monday to Friday 37.5 hours between hours 8.00am to 6.30pm
Salary Apprenticeship NMW
Closing Date 5 March, 2021 at 17:00
Other details DBS required once job is secured
  • Description
  • About the employer

  • As part of the administration team you will support the admin needs of the organisation across the sites, with this role’s particular focus on providing the Practice’s timely, efficient and effective workflow process ensuring accurate coding and filing of communications of all types. You will also support and cover across other admin roles to ensure the smooth running of the organisation for patients. You will have previous experience of working with the general public and be able to work without constant supervision. Ideally you will have experience of medical terminology. In addition to general reception duties the post-holder, under the direction of the Admin Manager and Managing Partner will undertake duties as required. The focus of this role is to streamline the flow of clinical correspondence through the organisation, by reducing the number of letters that GP’s need to process. This should ensure that GPs are able to give priority to the most appropriate correspondence. This will include emails and clinical tasks. The role will follow the Workflow Optimisation Flowchart and protocol. Where appropriate, according to the flowchart, content of the letters will be Read Coded appropriately and either filed directly to patient notes by the workflow administrator and where appropriate, more complex correspondence will be directed to the appropriate clinician for their attention and requests passed onto the relevant team member. Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety. The post holder will identify and Read code any key clinical data from correspondence, such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information e.g. BP recordings, height, weight, smoking status etc. KNOWLEDGE/SKILLS • Strong organisational skills, including the ability to prioritise your own workload. • Excellent computer skills • Ability to focus for long periods • Excellent customer care skills • Ability to deal with public and patients • Excellent verbal and written communication skills. • Understanding of how general medical practice communicates with secondary care and outside organisations. • The ability to work as part of a team. • Good working knowledge of Word and Excel. • Apply practice policies, standards and guidance. • Work effectively with individuals in other agencies to meet patients’ needs. MAIN DUTIES • Ensuring all incoming information is recorded and sent for appropriate clinical attention in timely and efficient way • Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible. • Scanning, coding incoming clinical correspondence. • Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required • Attend any workflow optimisation training as deemed necessary by the practice • Take action as directed by other team members • Follow practice protocols to ensure consistent and high quality care is provided to our patients • Deal with patient queries regarding information face to face, via telephone, letter or e-mail, making sure that all encounters are appropriately documented in the patients’ medical record. Chase up information as required. • To ensure that all incoming and internal patient correspondence is stored on/in the patients’ medical record and relevant information is coded. • To be able to locate documents as needed by the clinical and non-clinical staff • To carry out administrative related tasks within the administration team as delegated by the doctors and Management • Maintain the worklists ensuring that all rejected communications/issues with communications are clearly logged, chased up and resolved, and originating GP/ANP is notified. • Be able to navigate correctly on SystmOne, AccuRx, Xero and other computer programme • Become trained on Docman for scanning and attaching, and other similar systems • Be proficient in all Microsoft office programme • As part of the admin team, the role will be required to provide support and cover other areas such as reception, admin and secretarial duties and requirements as required to ensure smooth running of the organisation delivering effective patient care, supporting all the Practice team. • Attend meetings as required Qualifications A Level or above qualifications, or equivalent Computer literacy qualifications desirable Excellent command of English verbal and written is essential (GCSE grade A to C or equivalent) Confident with numbers is essential (GCSE grade A to C or equivalent) Confident with computers and other technology is essential Evidence of post-education training and learning is desirable SystmOne experience desirable Experience A minimum of one year experience gained in related field to role Good knowledge of medical terminology desirable Having worked with the public, in the NHS or similar environment Willing to undertake further training as applicable Experience of working in Primary care environment desirable Experience of working in a busy, customer facing office environment is essential Knowledge of the NHS structure and systems, confidentiality is desirable. Previous experience in General Practice desirable Customer service skills and general administration. Skills & Abilities Excellent / accurate audio and copy typing skills. Good written and communication skills Confident and self-assured Ability to show compassion and concern for patients Ability to work on own initiative Computer literate Self-confident, practical and objective. Works effectively as a team member or independently. Attitudes & disposition Ability to remain calm in a stressful situation Caring and compassionate Attention to detail and maintenance of the highest professional standards.
  • Moir Medical Centre

    NHS Medical Center 

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