GP Assistant Administrator

Job Description Job Title

GP Assistant Administrator Hours

7 Hours Per Week (One Day Per Week, 9:00am to 5:00pm with a One-Hour

Unpaid Lunch Break) Reports To

Practice Manager Location

Almond Road Surgery, St Neots Job Summary The GP Assistant Administrator will provide essential administrative support to ensure the accurate and efficient management of patient records, registrations and routine administrative processes within the practice. The post holder will be responsible for processing medical records, patient registrations, repeat prescription requests, online access applications and liaising with Primary Care Support England (PCSE), whilst maintaining high standards of confidentiality, accuracy and data quality. The role requires excellent attention to detail, strong organisational skills, and the ability to work independently whilst supporting the wider practice team. Main Duties and ResponsibilitiesMedical Records Management 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. Patient Registrations 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. Prescriptions and Online Services 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. Clinical System Administration 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. Administrative Support 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. Reception and Practice Support 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. Confidentiality and Information

Governance The post holder will

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.

Communication The post holder will

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. Quality and

Accuracy The post holder will

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. Personal

Development The post holder will

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. Health and

Safety The post holder will

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. Equality and

Diversity The post holder will

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. General This job description is intended as a guide to the principal duties and responsibilities of the post and is not intended to be an exhaustive list. The post holder may be required to undertake other duties appropriate to the grade and responsibilities of the role to meet the changing needs of the practice. The post holder is expected to work flexibly, demonstrate a positive and professional attitude, work as part of the wider practice team and contribute to the continued success and development of Almond Road Surgery.