Job summary
The Medical Administrator is responsible for providing comprehensive administrative support to the clinical and non-clinical teams within the GP practice. The post holder will ensure the accurate processing of patient information, maintain electronic medical records using SystmOne, and contribute to the efficient day-to-day running of the practice while delivering excellent patient care and customer service.

Main duties of the job

• Summarisation of electronic/Lloyd George patient record when received into the practice
• Entering of clinical information with relevant read coding onto patient records in SystmOne
• Scanning and read coding of patient clinical information
• Workflow to appropriate clinician
• Processing of SystmOne generated tasks such as Out of Hours reports, patient records to be merged etc.
• Processing of patient requests for online access to their detailed coded/full patient record to include redaction as necessary
• Dealing with electronic results

About us
FPHC currently provides Primary Health Care Services for over 14000 registered patients. We are one of the largest primary care practices in Bath

We also have a satellite clinic providing both nursing and medical appointments at Bath Spa University

We are dedicated to providing the highest standard of care to our patients and regularly receive positive feedback

The practice is managed by four GP partners (two male and two female) and a Practice Manager and Operations Manager. The practice is supported by 6 additional salaried GPs, a clinical team of some 40 Healthcare professional including nurses, HCAs, plus management, administrative and reception teams.

There is a strong team ethos within the practice and it is very important to the partners that this is maintained and developed. The practice is a very comfortable place to work, well maintained with a good team of friendly staff. There is a relaxed atmosphere at the surgery and the environment is very pleasant to work in.

Job responsibilities
Patient Administration

• Register new patients and process deductions in accordance with NHS guidelines.
• Maintain accurate and up-to-date patient records within SystmOne.
• Process changes to patient demographics and ensure records are updated promptly.
• Manage incoming and outgoing correspondence, including letters, emails and NHS communications.
• Scan, code and file clinical correspondence onto patient records using SystmOne.
• Handle requests for medical records in accordance with GDPR and NHS regulations.
• Process subject access requests and ensure confidentiality is maintained at all times.

SystmOne Responsibilities

• Use SystmOne effectively to manage patient records and administrative workflows.
• Code clinical information from hospital letters and other healthcare communications as directed.
• Process tasks and workflow items in a timely manner.
• Manage electronic document management systems, including scanning and workflow allocation.
• Support clinicians by maintaining accurate records and actioning administrative requests.
• Identify and report any system issues to management.

Person Specification
Qualifications
Essential

• Previous administrative experience.
• Excellent communication and interpersonal skills.
• Good organisational and time management skills.
• Strong attention to detail and accuracy.
• Good literacy and numeracy skills.
• Proficient in Microsoft Office applications.
• Ability to work independently and as part of a team.
• Understanding of confidentiality and data protection requirements.

Desirable

• Previous experience working within a GP Practice or NHS setting.
• Experience using SystmOne.
• Knowledge of NHS services and referral pathways.
• Experience of medical coding and document management.
• Understanding of QOF and primary care processes.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.