Medical Administrator

• Provide efficient and effective secretarial support to partners and medical staff to an agreed quality standard and within agreed timeframes.
• Type all relevant practice correspondence as required, including Fit Notes requiring GP electronic signatures.
• Type medical reports as required.
• Record minutes of meetings when required.
• Provide administrative support such as photocopying, scanning and postal duties.

• Act as a first point of contact for doctors and patients with queries relating to medical matters and referrals.
• Process patient referrals promptly using the NHS e-Referral Service (eRS).
• Check the e-Referral Service system daily for rejected referrals and outstanding referral letters.
• Follow up queries relating to previously typed or submitted referrals.
• Deal with Advice and Guidance queries and responses.
• Maintain systems to ensure prompt processing of referrals and correspondence.
• Be responsible for two-week wait (urgent cancer referral) safety-net checks, ideally conducted weekly.
• Provide training to staff on the NHS e-Referral Service process when required.

• Send electronic copies of death certificates to Camden Registrars including patient next of kin details.
• Send cremation forms electronically to funeral directors and ensure copies are scanned into patient records.
• Process Telederm referrals including taking photographs of skin lesions and uploading them to EMIS records.
• Provide training to GPs on Telederm processes when required.

• Maintaining the insurance/claims and medical reports database.
• Logging all requests daily with the date received.
• Forwarding forms to the appropriate GP or partner for completion.
• Monitoring outstanding requests and following up incomplete forms.
• Ensuring completed documents are scanned and stored in the patients record.
• Dispatching completed documentation promptly to patients or requesting organisations.
• Processing income generated from these services and chasing outstanding payments.
• Distributing income received to salaried doctors where appropriate.
• Collating partner income and submitting records to the Business Manager and Finance Administrator for payroll processing.

• Logging all requests with the date of receipt.
• Preparing copies of paper and electronic records.
• Completing the initial check for third-party information.
• Passing records to a GP to check for third-party information.
• Ensuring redacted pages are scanned and appropriately coded in the patient record.
• Arranging secure transfer of records via recorded delivery, collection or encrypted email.

• Inputting smear screening data into patient records.
• Monitoring and chasing outstanding smear results.
• Sending recall letters to non-responders.
• Processing Prior Notification Lists via Open Exeter within deadlines.
• Managing the colposcopy failsafe system.
• Supporting quarterly cervical screening targets as part of QoF and Enhanced Services.

• Process urgent medical record requests and complete the appropriate request forms.
• Email urgent requests to PCSE and file copies within patient records.
• Follow up with PCSE if records are delayed.
• Ensure newly received records are reviewed by a GP and passed for summarisation if required.

• Undertake daily scanning of completed medical reports, insurance forms and related correspondence.
• Ensure scanning is completed in line with the Docman protocol.

• Maintain patient confidentiality and comply with information governance requirements.
• Maintain up-to-date contact records for affiliated organisations and services.
• Provide support to the management team when required.
• Assist with reception cover during staff shortages.
• Support practice activities such as the annual Flu Campaign and QOF targets.
• Undertake relevant training courses with agreement from the Practice Manager.
• Prepare refreshments for doctors coffee according to the rota.

Essential

• Accurate typing and keyboard skills
• Computer literacy and experience using Microsoft Office.
• Strong communication and interpersonal skills.
• High level of literacy and numeracy.
• Ability to prioritise a varied workload and meet strict deadlines.
• Ability to follow written and verbal instructions accurately.
• Strong problem-solving skills and ability to use initiative.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.
• Understanding of patient confidentiality and information governance.

Desirable

• Knowledge of medical terminology.
• Experience of using EMIS clinical system.
• Previous experience working in an NHS or primary care setting.
• Flexibility and adaptability.