Download Clinical Administrator

THREEWAYS
JOB DESCRIPTION
JOB TITLE:
Clinical Administrator
REPORTS TO:
PRACTICE MANAGER
Dr Tang & Agathangelou (Clinical)
HOURS:
25 - 30 hours per week – Monday to Friday
Starting Salary £10.00 per hour.
Job Summary:
To act as a focal point of communication between the GPs, receptionist, practice manager, patients
and local chemist, as well as other members of the primary health care team, to ensure patients’
medication is produced within the current protocols of the surgery.
To provide general administration support to the practice manager, doctors and health professionals,
involving word processing and audio typing skills.
To summarize patients medical records in line with set protocols, to read code relevant information
from patient’s clinical records into the practice computer system, working strictly in accordance with
the practice notes summarising protocol.
Job responsibilities:
To process, all repeat medication requests sent in by patients using the various protocols in place
Develop and manage a medicines management plan and deliver patient services as determined by
practice policy and local and national guidance in order to maximise cost-effective prescribing and
improve the quality and safety of patient care.
Provide medication review services to patients via clinics in the practice, domiciliary visits and in
residential and nursing homes, and to support care plans that maximise cost-effective prescribing and
improve the quality of patient care.
Assist partners with the appropriate monitoring and management of their prescribing budgets.
Prepare evidence-based resources and information to support the medicine management team and
all other relevant health professionals in the implementation of rational cost-effective prescribing.
Prescribing
 Help plan, develop and support the introduction of new working processes within the practice
to optimise the quality of prescribing.
 To print off repeat medication requests from the surgery website daily
 To collect repeat prescription requests from the fax machine, post box and reception.
 To liaise with patients and chemists regarding queries and requests.
 To ensure repeat medication is issued in line with the protocols that are already in place, and
ensure that any queries raised are dealt with quickly and correctly.
 To ensure that patient queries on medication are highlighted to the relevant GP
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To regularly go through prescriptions ‘not picked up’ and ‘unlikely to be picked up’ as a result
of the timescale, to remove the details from the patient records and then destroy the
prescription
‘One Stop’ approach to patient with LTC and action alerts in a timely manner – arrange
appointments, reduce medication in line with in house protocols
First point of contact for Care Homes / Pharmacists
Liaise with the in house pharmacist on complex medications
Use all avenues of information to upskill in knowledge
To use various communication methods in liaising with patients / care homes / pharmacists
Produce patient information leaflets and posters and run medicine awareness projects
throughout the year.
Scanning
 Scan patient-related documents onto their medical record and directly to the coder
 As necessary forward the document to the doctor or nurse who initiated the referral or who is
most appropriate to receive the information
 Ensure incoming letters are scanned onto the patient record within a 24/48 hour timescale
 Scan all internal paper documents on to the relevant patients’ record and then store the
documents in line with surgery procedures.
Summarising
 Culling and sorting patient records and letters in preparation for summarising
 Reviewing medical records and producing an accurate summary of the patient’s medical
history.
 Read coding the information into the practice clinical system
 Filing and retrieving paperwork
Administration
 To provide an efficient audio, copy typing and word processing service for GPs and health
professionals as required. This includes the typing of letters, reports, patient referrals,
minutes, memorandums, etc. in an accurate and quality manner.
 To assist the practice manager and partners with all clerical and administrative duties.
 To support reception in making appointments, bookings and admissions as required.
 To liaise and arrange meetings (to include the booking of rooms) as required and to attend
meetings and take minutes.
 To establish and maintain filing and administrative systems so that written or computer
information is easily accessible and secure.
 To retrieve medical records and assist the completion of medical/insurance records.
 To receive incoming and initiate outgoing telephone calls in order to facilitate timely and
appropriate communications with others, taking messages and dealing with appropriate
queries.
 To provide cover for members of the reception and administration team during periods of
sickness and annual leave.
 To receive and dispatch mail and maintain a pending system.
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