Administrator

We are looking to bring on 26 hours per week of administrative support for the Mayflower Medical Group, based at Stirling Road. The working pattern is flexible and can be discussed at interview.

The Administrator is crucial for managing comprehensive administrative duties that ensure the efficient operation of the practice. This role specifically focuses on managing medical records, handling report requests, coding, scanning documents, and running clinical reports, which are integral to supporting patient care and service delivery.

Main duties of the job

Key responsibilities include the accurate scanning andcoding of medical documents, efficient handling of medical report requests fromhealthcare providers and patients, and the generation of clinical reports asneeded. The Administrator will also provide essential support to other staff byassisting with various administrative tasks, including document management,data entry, and general office duties. This role demands excellentorganisational skills, precise attention to detail, and a proactive approach tosupport the smooth functioning of all practice operations.

The Administrator will work under the guidanceof the Assistant Practice Manager to maintain high standards of data accuracyand administrative efficiency, ensuring compliance with healthcare regulationsand facilitating

About us

Recently acquired by the Fuller and Forbes partnership,Mayflower Medical Group is a collection of 5 GP Surgeries based acrossPlymouth. Our surgeries provide healthcare to 35,000 patients at the followinglocations Stirling Road, Ernesettle, Trelawny, Mannamead and Mount Gould.

As a group, our vision is to enable patients to live longerand healthier lives that are full, active and meaningful. We aim to do this bydeveloping a sustainable primary healthcare service. Our service is undertakenby our vast multidisciplinary team of GPs, Advanced Clinical Practitioners,Pharmacists, Paramedics and Nursing teams, as well as our PCN staff.

Job responsibilities

Document Management and Data Entry:

Scanning and Coding: Accurately scan and code medicaldocuments into the practices electronic health record, ensuring data is enteredcorrectly and is easily accessible.

Medical Records Management: Manage and organise medicalrecords to maintain confidentiality and ease of access. Respond to requests formedical reports from patients, healthcare providers, and legal entities,ensuring compliance with data protection laws.

Report Handling and Support:

Clinical Report Generation: Run clinical reports forhealthcare providers to assist in patient management and treatment planning.Ensure that reports are accurate and delivered in a timely manner.

Administrative Support: Assist other administrative staffwith tasks such as filing, photocopying, and preparing documentation,contributing to the overall efficiency of the office operations.

Reports: Managing and processing medical reports, SARS andother reports as required.

Communication and Coordination:

Appointment Scheduling: Manage patient appointments usingthe practices scheduling system. Coordinate with healthcare providers to ensureappointments are timely and do not overlap.

Quality Control and Compliance:

Data Quality Assurance: Regularly check the accuracy andcompleteness of data entered into the practices systems. Identify and correctinconsistencies or errors in medical records.

Compliance Adherence: Assist in ensuring that alladministrative practices adhere to healthcare regulations and legalrequirements. Participate in audits and compliance reviews as required.

Supportive Team Member: Provide support to all team members,including healthcare providers and administrative staff, to enhancecollaboration and efficiency within the practice.

Secretarial Support

You will be expected to also support with secretarial dutiessuch as referrals dictated by the clinician, referral rejections, advice andguidance letters, minute staking for meetings.

Process Improvement: Actively participate in the developmentand implementation of office procedures that aim to streamline administrativeprocesses and improve patient care services.

Training and Development: Engage in ongoing training toimprove skills in medical software, data management, and patient coordination.Support the training of new staff members on office systems and procedures.

eConsultations: Process eConsultations received if required.

Any other administrative work as required.

The Practice recognises that the role above is wide andvaried is evolving in nature. Therefore, this job description is not intendedto be exhaustive and there will be other tasks and duties that the post holderwill be expected to perform within what is ordinarily expected of this role

Person Specification Experience

• Experience in a receptionist or customer service role, preferably in a healthcare setting Experience with medical terminology and understanding basic healthcare operations

Qualifications

• GCSE grade 4 - 9 (A to C) in English & Maths
• NVQ Level 2 in Health & Social Care
• Excellent communication skills (written / oral) - Strong IT skills - Clear, polite telephone manner - Competency in MS Office and Outlook - Effective time management - Accuracy and attention to detail - Ability to follow policy and procedure - Flexibility to work outside of core hours, including Saturdays as part of a shared rota when required
• SystmOne clinical software user skills - Ability to work autonomously and with a team - Problem-solving, initiative and analytical skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£12.50 an hourWe also offer (Enhanced Sick Pay) ESP Bonus Scheme