Administration Assistant

Duties and Responsibilities The duties and responsibilities to be undertaken by members of the Administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Administrational Operations Manager, dependent on current and evolving practice workload and staffing levels: Process tasks and workflows within internal software and update external systems where appropriate. Support other administrative colleagues to ensure consistent level of clerical excellence and support across all administration roles. Attend & contribute to group training sessions & meetings.

Develop and maintain good working relationships with all members of the BMG team. Deliver work to agreed targets for working practices for various roles within admin and report any Issues relating to targets not being met to the appropriate line manager. Provide chaperone duties for patients as required. Liaise with service providers such as District Nurses, Practice Nurses, Health Visitors, Midwifes, and other service providers and forward information for action to appropriate clinician.

Clinically code patient information using the Snomed Clinical Coding system to ensure consistent and auditable information is stored in patient records. Deliver timely and efficient processing of communications received to the team by checking the admin NHS.Net Email accounts & other methods of electronic communication on a daily basis and dealing with correspondence appropriately. Ensuring as far as possible the completeness of clinical information in patient records by identifying missing information in new patient records and taking action to obtain it from the previous practice. Book patients into relevant appointments and maintain waiting lists for specialist clinics Deal with any queries from clinicians and patients.

Provide Admin support in specified clinics e.g. Covid or flu clinics Work within GDPR legislation. Ensure all mandatory training is completed as required. Scan received paper correspondence to patient record and workflow for action to the appropriate clinician/team within agreed timescales.

The completion of medical/insurance reports including requesting payments from outside agencies. To arrange the booking of Medicals, e.g. Driving Medicals and arrange for the completion/submission of relevant paperwork. Process new patient registrations, deductions, deaths, change of addresses, gender reassignment and adoption procedures, temporary patient management and management of physical and digital records (not exhaustive list).

Provide secretarial support to the clinicians, referral letters dictated by clinicians to be audio typed using the practice software. All referrals including forms completed by clinicians to be processed in accordance with national guidelines using external systems where appropriate. Support efficient and effective recall processes through running regular searches under designated recall lists to include all chronic disease areas, screening & immunisations to ensure patients are invited for appropriate appointments acting according to protocol for non-attendance at the appointments. Keep recall lists up to date, following protocols as appropriate and according to the rules of Quality and Outcomes Framework and enhanced services, or any other frameworks in place at the time.

Raise any queries with Line Manager. Any other duties deemed necessary by an Admin Manager. Patient telephone line duties: Where appropriate: Workstation/headsets to be kept clean, tidy and in good state of repair. Telephone calls must be answered swiftly and processed efficiently and courteously.

Book appointments for patients that present elsewhere in the practice, reschedule appointments as required to ensure patient compliance with recall. Report any problems with phone/IT systems to Admin Team Manager.