Job Description

Purpose of the Role The medical administrator serves as a key member of the GP practice team, providing essential support to ensure smooth and efficient practice operations. This role is integral to delivering high-quality patient care by offering comprehensive administrative assistance and fostering effective communication among patients, healthcare professionals, and associated agencies. Key objectives of the role include: General Assistance: Provide support to the practice team, projecting a positive and friendly image to patients and visitors, both in person and via the telephone. Patient Reception and Direction: Receive, assist, and direct patients efficiently and courteously, ensuring they access the appropriate healthcare services or professionals.

Administrative and Organisational Support:

Perform a variety of administrative tasks, working closely with doctors, nurses, and other healthcare professionals to maintain effective practice operations and deliver high-quality patient care. Facilitation of Communication: Enable effective communication between patients, the Primary Health Care Team, Secondary Care, and other associated Healthcare Agencies, ensuring seamless coordination and information flow. Role Responsibilities The role of the medical administrator encompasses a variety of tasks, though the individual in this position will not necessarily be responsible for all of them. Patient Interaction and Communication Reception Duties: Welcoming patients, managing inquiries, and providing information about the practice.

Appointment Scheduling:

Booking, rescheduling, and cancelling patient appointments using practice management software. Telephone Management: Handling incoming calls, directing them to appropriate staff, and taking messages as necessary. Patient Registration: Registering new patients and updating existing patient records. Administrative Support Record Keeping: Maintaining accurate and up-to-date patient records, including personal information and medical histories, both digitally and on paper.

Data Entry:

Inputting data into electronic health records and practice management systems. Correspondence: Managing incoming and outgoing mail and emails, and drafting correspondence as required. Medical Reporting: Assisting in the preparation and distribution of medical reports and summaries. Medical Summarising: Summarise and update medical records to ensure they are comprehensive and accessible to healthcare providers.

Referrals and Communication:

Type and send referral letters and other communications to specialists and external healthcare providers. GP Rota Management: Assist in creating and maintaining the GP rota to ensure adequate staffing and coverage. Prescription Management Prescription Processing: Assist with the preparation and management of repeat prescriptions, ensuring they are processed efficiently and accurately. Liaison with Pharmacists: Communicate with local pharmacies to resolve any prescription issues and ensure timely medication delivery.

Medication Queries:

Address patient queries related to prescriptions and medications. Patient Care Coordination Referral Management: Coordinating referrals to specialists and other healthcare services as directed by the GPs. Follow-ups: Organizing follow-up appointments and tests, and ensuring patients are reminded of upcoming appointments. Patient Liaison: Acting as a point of contact for patients regarding their care and any administrative issues.

Referrals and Communication:

Support the secretarial team when required with referral letters and other communications to specialists and external healthcare providers. Safeguarding Policy Adherence: All staff must adhere to safeguarding policies and procedures, promoting a culture of safeguarding throughout the practice in line with established guidelines. Vigilance: Staff are required to remain vigilant to any signs or concerns of abuse, neglect, or exploitation, both within and outside of the practice environment. Reporting Concerns: All staff have a responsibility to report any safeguarding concerns, no matter how small, to the designated safeguarding lead or appropriate individual within the practice, following the practice's reporting procedures.

Safeguarding Awareness:

Staff should be aware of safeguarding issues, including those affecting vulnerable groups such as children, the elderly, and individuals with mental health or learning difficulties, ensuring they respond appropriately. Training: All staff must complete mandatory safeguarding training, ensuring they are informed and equipped to identify and act on safeguarding concerns in accordance with practice and legal requirements. Confidentiality: Safeguarding information must be handled with the utmost confidentiality, shared only with relevant professionals and authorities in accordance with safeguarding procedures. Collaboration: Staff should support collaboration with external agencies and safeguarding authorities when appropriate, to ensure the welfare and safety of patients is maintained.

Confidentiality and Security Data Protection:

Ensuring all patient information is kept confidential and secure, following legal and ethical guidelines. Access Control: Managing access to patient records and sensitive information, ensuring only authorized personnel can access it. Policy Compliance: Ensure the practice complies with healthcare regulations and guidelines, such as GDPR and NHS policies. Health and Safety Policy Adherence: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, the Practice Health and Safety Manual and the Practice Infection Control Policy and published procedures.

Personal security systems:

Will be utilised within the workplace according to Practice guidelines Risks: Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Reporting potential risks to Practice Management team. Training: Undertake and make effective use of training to update knowledge and skills. Infection control procedures: Adhere to these procedures and maintain work areas in a tidy and safe way and free from hazards.



Equality, Diversity, and Rights Support for Equality and Diversity: Support the equality, diversity, and rights of patients, carers, and colleagues. Rights Recognition: Act in a way that recognizes the importance of peoples rights, interpreting them in a manner consistent with practice procedures, policies, and current legislation. Respect for Privacy and Dignity: Respect the privacy, dignity, needs, and beliefs of patients, carers, and colleagues. Welcoming and Non-judgmental Behaviour: Behave in a manner that is welcoming, non-judgmental, and respectful of individuals circumstances, feelings, priorities, and rights.

Quality Assurance and Improvement Alerting Team Members:

Alert other team members to issues of quality and risk. Self-Assessment: Assess own performance and take accountability for actions, either directly or under supervision. Team Effectiveness: Contribute to team effectiveness by reflecting on own and team activities and suggesting improvements. Interagency Collaboration: Work effectively with individuals in other agencies to meet patients needs.

Time Management:

Effectively manage own time, workload, and resources. Communication Team Communication: Communicate effectively with other team members. Patient and Carer Communication: Communicate effectively with patients and carers. Alternative Communication Methods: Recognize and respond to people's needs for alternative methods of communication.

Contribution to Service Implementation Policy Application:

Apply practice policies, standards, and guidance. Policy Discussion: Discuss with team members how policies, standards, and guidelines will affect own work. Audit Participation: Participate in audits where appropriate. System Optimisation: Contributing to the development and implementation of new administrative procedures and technologies to enhance practice efficiency.

Personal and Professional Development Training Participation:

Participate in any training programs implemented by the practice as part of employment. Performance Review: Engage in an annual individual performance review and take responsibility for maintaining a record of personal and/or professional development. Self-Development: Take responsibility for own development, learning, and performance. Skill Sharing: Demonstrate skills and activities to others undertaking similar work to enhance team capabilities.