Senior Practice Administrator

• Take responsibility for allocated administrative areas and ensure that work is completed accurately and within required timescales.
• Undertake summarisation of patient medical records i
• Review incoming patient records and ensure relevant information is accurately entered and appropriately coded onto the clinical system.
• Administration and processing of Subject Access Requests (SARs).
• Ensure requests are dealt with within the required timescales and in accordance with practice procedures and relevant legislation.
• Ensure confidential information is handled securely at all times.
• Assist with the administration and monitoring of referrals and other patient pathways as required.
• Assist staff with the effective use of practice systems and digital tools.
• Scanning
• Maintaining confidentiality and following practice policies and procedures at all times.
• Provide guidance and support to administrative colleagues
• Maintain strict confidentiality in relation to patients, staff
• Participate in practice training, meetings
• Provide reception cover and reception daily tasks

• Provide senior administrative support
• Take responsibility for allocated administrative areas and ensure that work is completed accurately and within required timescales.
• Monitor outstanding administrative tasks and follow these through to completion.
• Deal with confidential and sensitive information appropriately at all times.
• Patient Records and Summarisation
• Undertake summarisation of patient medical records in accordance with practice procedures and agreed standards.
• Review incoming patient records and ensure relevant information is accurately entered and appropriately coded onto the clinical system.
• Ensure that important historical information is identified and recorded accurately.
• Maintain a high level of accuracy and confidentiality when working with patient records.

• Assist with the administration and processing of Subject Access Requests (SARs).
• Ensure requests are dealt with within the required timescales and in accordance with practice procedures and relevant legislation.
• Liaise with patients and relevant staff regarding information requests where appropriate.
• Ensure confidential information is handled securely at all times.

• Assist with the administration of private medical reports, insurance reports and other requests for medical information.
• Monitor requests and ensure that appropriate information is obtained from clinicians.
• Maintain records of outstanding reports and follow up where necessary.
• Assist with the administration of private fees and associated paperwork.

• Assist with the administration and monitoring of referrals and other patient pathways as required.
• Ensure administrative actions arising from referrals are completed accurately and promptly.
• Liaise with clinical and administrative staff to resolve outstanding issues.
• Identify and escalate any significant delays or problems.

• Use of Docman
• Assist with patient-facing digital services where required.
• Governance, Compliance and Quality
• Provide administrative support for practice governance and compliance activities.
• Maintain accurate records and ensure documentation is kept up to date.
• QOF, Enhanced Services
• Ensure relevant information is collated accurately and within required deadlines.
• Help ensure that feedback from patients is appropriately recorded and communicated to the practice team.
• Assist with induction processes
• Reception and Telephone Duties

• Undertaking reception duties as required, including welcoming patients and dealing with routine enquiries.
• Checking patients in and out and assisting with the smooth running of the reception area.
• Signposting patients appropriately in accordance with practice procedures.
• Maintaining confidentiality and following practice policies and procedures at all times.
• Working flexibly across the practice to help maintain appropriate reception and administrative cover.

• Provide guidance and support to administrative colleagues within delegated areas of responsibility.
• Assist with training and supporting staff in administrative processes and systems.
• Help ensure that agreed procedures are followed consistently.
• Lead or coordinate specific administrative tasks or projects when delegated.

• Communicate professionally with patients, GPs, nurses, healthcare professionals, practice staff and external organisations.
• Deal appropriately with confidential, sensitive or potentially difficult enquiries.
• Maintain a calm and professional approach when dealing with challenging situations.
• General Responsibilities
• Maintain strict confidentiality in relation to patients, staff and practice business.
• Comply with practice policies, procedures and protocols.
• Participate in practice training, meetings and development activities as required.
• Undertake other reasonable duties appropriate to the seniority of the post.
• Work flexibly and contribute positively to the wider practice team.
• Promote a professional, patient-centred and supportive environment.

Essential

• Previous experience working in general practice
• Previous supervisory, team-lead or senior administrative experience.
• Significant administrative experience.
• Experience of patient-record summarisation.
• Experience processing Subject Access Requests.
• Flexible

Desirable

• Experience using EMIS Web
• Experience supporting digital transformation within a practice.
• Experience with medical reports and private medical work.
• Experience with referrals and referral administration.