A crucial role in ensuring the smooth operation of the practice by handling a wide range of administrative and clerical duties. They are essential for the efficient running of the practice’s day to day operations and support both clinical staff and patients.
Scope of Practice
Patient Record Management:
- Updating, filing, and maintaining accurate patient records. Ensuring patient information is up to date, including contact details, medical history, and next of kin information.
Processing Referrals:
- Managing patient referrals to hospitals or specialist services, ensuring all necessary documentation is completed. Tracking referral outcomes and updating patient records accordingly.
Managing Appointments:
- Overseeing appointment scheduling, including the booking, rescheduling, and cancelling of appointments via phone, in person, or online systems.
- Supporting receptionists with high call volumes and appointment-related queries.
Processing Repeat Prescriptions:
- Handling patient requests for repeat prescriptions, checking records for accuracy, and liaising with GPs for approval.
- Communicating with pharmacies to ensure timely delivery of prescriptions.
Supporting Practice Operations:
- Assisting practice managers with administrative tasks, such as compiling reports, managing staff rotas, and coordinating team meetings.
- Maintaining office supplies and medical equipment inventories to ensure smooth practice operations.
Patient Registrations:
- Managing the registration of new patients, ensuring all forms and documentation are completed and entered into the system.
- Handling patient de-registrations and transfers, ensuring compliance with NHS regulations.
Correspondence Management:
- Dealing with incoming and outgoing mail, including emails and patient letters.
- Coordinating with hospitals, labs, and other healthcare providers for appointment confirmations, test results, and specialist reports.
Data Reporting and Auditing:
- Assisting with clinical audits, quality control checks, and reporting for NHS funding, QOF (Quality and Outcomes Framework), and other NHS programs.
- Producing reports for the practice manager or GPs on practice performance, patient demographics, and service utilization.
Training
A variety of training programmes exist for Administration teams to undertake specific training in certain areas. More formalised training can be obtained via an apprenticeship route. These would generally be a Level 3 Business/Administration Apprenticeship and can be specific for Primary Care: PMA Business Administrator– Incorporating Business Administration Level 3 Apprenticeship Standard – PMA (pma-uk.org)
Local colleges also offer Business Administration apprenticeships.
Funding
For apprenticeships – Government funding is available to cover tuition and end point assessment fees associated with apprenticeship programmes. Most Primary Care organisations are non-levy paying (i.e. have a wages bill of under £3 million each year)
There are 2 ways to access funding.
- Co- investment funding – the government will cover 95% of the tuition fees and the practice/PCN would need to cover the remaining 5%.
- Levy Share – Larger levy paying organisations can share their Levy with others and this would cover the total cost of tuition fees.
Supervision Requirements
Supervision is normally provided by a Team Leader/Department Manager, Ops Manager, Practice Manager or GP Partner
Learning and Development
Administrators can progress in a variety of ways:
A) A more clinical role – via GP Assistant Programme or HCA
B) Administratively – specialising in areas such as finance or HR.
C) via Team Lead to Management.
Devon Training Hub Offers
- Devon Way – Level 3 Business & Administration Apprenticeship in Primary Care.
Non-Clinical Apprenticeships | Workforce & Careers | Devon Training Hub
