Administrator

To be responsible for undertaking a wide range of

administrative duties and the provision of general support to the

multidisciplinary team. Duties can include, but are not limited to, accurate

processing of all correspondence including emails, footfall, letters and tasks,

as well as assisting patients as required. A more detailed list is below.

To act as the central point of contact for patients, the

distribution of information, messages and enquiries for the clinical team,

liaising with multidisciplinary team members and external agencies such as

secondary care and community service providers.

The

following are the core responsibilities of the Administrator. There may be, on

occasion, a requirement to carry our other tasks. This will be dependent upon

1. Processing of letters

Coding diagnosis and

procedures which also includes cancer diagnosis, aiming for QOF codes and

inputting vaccinations

Linking to expiring codes

Adding implant recalls

Passing recalls/long term

conditions onto Michelle for QOF recalls

Making codes active or in

error

Merging duplicate active

problems

Tidying up active problem

list, if resolves or unnecessary codes

Using workflow to

communicate with relevant staff which may include further action

Making letters not

visible on patient record if required such as safeguarding

Transferring electrical

documents on Sys1

Making new batches

Raise any safeguarding

concerns to GP

and Hospital post typically twice a day

Checking the admin

scanning tray every day

Putting medical and

insurance reports in reception managers tray

Passing finance letter to

finance lead

Scanning clinical

information letters on Sys1

Processing urgent letters

as soon as possible

Sending patient summaries

for Universal Credit request letters

3. Telephone calls

Answering the

admin/referral line

Answering the bypass

number which will include paramedics

Take calls from staff on bypass number to report

in sick and to pass to management team

outgoing telephone calls to patients and healthcare professionals

Emails monitored every

day

Action emails which can

be from patients, healthcare professionals and third parties which can include:

o Adding visits

o Send summaries

o Send pathology results

o Send MED3

o Sending tasks to relevant staff and replying with outcome

o Passing medication emails onto prescription team

o Adding photos onto the record

o Redirecting complaints

o Dealing with RIP notifications

o General enquiries

o Passing relevant emails on to management

5. Footfall

Footfall is monitored every day; these

Can include

Send summaries

Send MED3

Send pathology results

Add photos onto the

record

General enquiries

6. RIP Process

Send the bereavement

letters

Fill in ROP information

excel sheet on Teams

Fill in RIP red book

Follow Sys1 deduction

process request

referral form on

Task GP/Drs to make aware

and request death certificate and referral form

Update reception board

Scan death certificate on

to record

Email death certificate,

medical examiner form, NOK detail and patient summary

7. Tasks

daily and action adoring, following above

addition to the primary responsibilities, the Administrator may be request to:

Support administrative

staff, providing cover during staff absences

Book urgent appointment

but not including DRS/UDT in the correct time frame from tasks, emails or

letters. Speak to Amy for assist if no slots.

requests from tasks, emails or letters

Follow weekly admin rota

Attend admin meeting and

training sessions within working hours

Checking and keeping up

to date with Teams notifications

There will also be

individual jobs identified to specific people. Those jobs are:

o Breast screening

o Retinal screening

o AAA screening

o Checking breaking news batch once a week

o PPG leaflet developed every new session

o Baby folder checked once a week, typically on a Friday

o At the beginning of each month the death certificate folder is

checked and items removed every 28 days

o Stationary ordering

o New patient registrations inputting typically twice a week

o Occasionally coping of notes

o Inputting of NHS Health checks

Undertake additional duties as may from

time to time be necessary, commensurate with the post.

Norfolk Primary Care Ltd is a Community Interest Company. It was established to:

If you are interested in working in an organisation committed to a culture of professionalism, growth, integrity, positivity and kindness then we would love to hear from you.

Skills & Abilities

Desirable: - SystmOne user skills

Experience

Essential: - Experience of working with the general public

Desirable: - Experience of administrative duties; - Experience of working in a healthcare setting

Qualifications

Essential: - Educated to GCSE level or equivalent

Desirable: - GCSE Maths and English (C or above); - AMSPAR Receptionist Qualification; - NVQ Level 2 in Health and Social care