GP Assistant Administrator

• Process incoming and outgoing patient medical records in accordance with practice procedures.
• Request patient records from Primary Care Support England (PCSE) for newly registered patients.
• Return records to PCSE for patients who have left the practice.
• Manage the transfer, receipt and tracking of patient records.
• Coordinate the secure storage of patient records using the practice's approved storage provider.
• Ensure patient records are maintained accurately and securely.
• Monitor outstanding records requests and take appropriate follow-up action where required.
• Maintain accurate records of all medical records activity.

• Process new patient registration applications.
• Register patients onto the clinical system in accordance with practice procedures.
• Ensure all patient demographic information is entered accurately.
• Verify patient information and supporting documentation as required.
• Ensure registrations are processed promptly and within agreed timescales.
• Identify and resolve data quality issues relating to patient records.
• Assist with amendments and updates to patient demographic information where required.

• Process repeat prescription requests in accordance with practice protocols.
• Process online access requests and ensure appropriate patient identification and verification procedures have been completed.
• Assist patients with queries relating to online services where appropriate.
• Escalate any concerns or queries regarding patient access requests as required.

• Accurately enter patient information onto the clinical system.
• Maintain the integrity and accuracy of electronic patient records.
• Undertake routine administrative tasks associated with patient registrations and records management.
• Action tasks and workflow items allocated to the role.
• Escalate any queries regarding patient records to the appropriate clinician or manager.

• Provide general administrative support to the practice as required.
• Assist with scanning, filing and document management processes.
• Process incoming clinical and administrative correspondence as directed.
• Support data quality and records management projects.
• Undertake photocopying, correspondence and other administrative duties as required.
• Support the smooth day-to-day running of administrative functions within the practice.

• As part of the practice team, provide reception or administrative support on the post holder's usual working day during periods of annual leave, sickness absence or operational need.
• Support colleagues in maintaining service delivery and patient access.
• Undertake any other reasonable duties appropriate to the role.

• Maintain strict confidentiality at all times.
• Handle patient information in accordance with Data Protection legislation, Information Governance requirements and practice policies.
• Ensure all patient information is processed securely and appropriately.
• Report any actual or potential confidentiality breaches immediately.
• Maintain confidentiality both during and after employment with the practice.

• Communicate professionally and effectively with patients, colleagues and external organisations.
• Liaise with PCSE and other healthcare organisations regarding patient records and registrations.
• Respond to enquiries in a courteous and timely manner.
• Escalate concerns or issues appropriately.

• Demonstrate a high level of attention to detail.
• Ensure all work is completed accurately and within required timescales.
• Maintain high standards of data quality.
• Take pride in producing work of a consistently high standard.
• Follow practice procedures and policies at all times.

• Participate in training relevant to the role.
• Attend mandatory training as required.
• Participate in appraisal and performance review processes.
• Maintain and develop knowledge appropriate to the position.
• Engage with learning opportunities provided by the practice.

• Adhere to all practice Health and Safety policies and procedures.
• Report accidents, incidents or hazards promptly.
• Work in a safe manner at all times.
• Support the maintenance of a safe working environment for patients, staff and visitors.

• Treat patients, colleagues and visitors with dignity and respect.
• Promote equality, diversity and inclusion.
• Act in accordance with practice policies relating to equality and diversity.

Essential

• Previous administrative experience.
• Experience of working in a busy office environment.
• Experience of handling confidential information.
• Experience of data entry with a high degree of accuracy.
• Experience of managing and prioritising workload effectively.
• Experience of working independently and as part of a team.

Desirable

• Previous NHS experience.
• Previous General Practice experience.
• Experience of working with patient records.
• Experience of processing patient registrations.
• Experience of processing repeat prescription requests.
• Experience of processing online access requests.
• Experience of using SystmOne.

Essential

• Essential
• Educated to GCSE level or equivalent, including English and Mathematics.
• Good standard of written and verbal communication.
• Competent IT skills, including Microsoft Office applications and the ability to learn new systems.

Essential

• Excellent attention to detail and accuracy.
• Ability to maintain strict confidentiality.
• Strong organisational and time management skills.
• Ability to prioritise workload and meet deadlines.
• Professional, friendly and approachable manner.
• Ability to work effectively within a team.
• Reliable and dependable with a positive attitude.
• Commitment to delivering a high standard of service.
• Understanding of the importance of data protection and information governance.
• Ability to adapt to changing service requirements.
• Willingness to undertake training relevant to the role.

Desirable

• Knowledge of Primary Care Support England (PCSE) processes.
• Understanding of General Practice systems and procedures.
• Knowledge of patient registration processes.
• Ability to identify and resolve data quality issues.
• Interest in personal and professional development.