Job summary
Mendip Vale Medical Group are looking to recruit a Medical Records Co-ordinator to join our Riverbank team.
Working as part of a team the post-holder will assist in the processing of patient records. The post holder will be responsible for the accurate recording and filing of all paper and electronic information pertaining to patient records, including the coding of data, registration and deduction of records in accordance to the practice Read Coding, Summarising, Registration and Deductions protocols.
The Clinical Read Coder will develop good working relationships with:
- GP, nurses and other surgery staff
- Patients
- External Organisations
Main duties of the job
As a Medical Records Co-ordinator you will be responsible for supporting the Surgery Manager and wider clinical team to ensure that patients records remain accurate and upto date inorder that safe and effective care be provided to our patients.
The successful candidate will undertake task such as inputting and deducting patient information into the clinical medical systems and be responsible for coding electronic and paper related correspondence.
You will be required to effectively use anatomical and physiological terms inorder to find relevant codes and link problems, as well as checking patient tasks and taking approrpiate action to complete as required.
All data requests must be accurately processed, within a timely manner, whilst controlling all patient files and related admin to the required quality standards and in line with information governance, GDPR and DPA regulations.
About us
You will be working with a friendly and knowledgeable team, working in conjunction with the Surgery Manager on site to provide and maintain patients records to the appropriate standards.
Our Medical Records Co-ordinators are based at our Riverbank Admin Hub, which is one of 8 sites in North Somerset, Bristol and South Glouscester.
Mendip Vale Medical Group look after around 80,000 patients across a semi-rural location in North Somerset and urban setting in Bristol and South Gloucester. Changes made from merging and working more effectively have enabled us to make investment into our buildings, making our estate one of the newest and brightest in the South West.
Job description
Job responsibilities
Job Summary:
Working as part of a team the post-holder will assist in the processing of patient records. The post holder will be responsible for the accurate recording and filing of all paper and electronic information pertaining to patient records, including the coding of data, registration and deduction of records in accordance to the practice Read Coding, Summarising, Registration and Deductions protocols.
The Medical Records Co-ordinator will develop good working relationships with:
Key Responsibilities:
To support the Surgery Manager and Clinical team in the delivery of safe and efficient document management systems of patient medical records.
Inputting and deducting patient information into the clinical medical systems.
Coding electronic and paper related correspondence accurately and consistently.
Effective use of anatomical and physiological terms and knowledge to find relevant codes and link problems.
Checking patient tasks and taking action to complete as required.
Processing of email, telephone, written correspondence.
Process all data requests accurately and within a time manner
Control all patient files and related admin to required quality standards and in line with information governance, GDPR and DPA regulations.
Maintain accurate records.
Other Responsibilities:
To understand performance targets and KPIs and proactively work with team to resolve any issues
To support practice developments and change e.g. changed to service, policies, structure etc.
To undertake any other duties commensurate with the post holders role as agreed with the management team.
Attending training and events organised by the Surgery or other agencies, where appropriate.
Communication
Adapt communication style and content to reflect the type of interaction.
Ability to receive sensitive or contentious information and process appropriately.
Promote positivity and effective working relationships within the team, other health care providers and other key partners to support an integrated approach to high quality patient care.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
Whilst performing the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, surgery staff and other healthcare workers. They may also have access to information relating to the Surgery as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, careers, colleagues, other healthcare workers or the business of the Surgery may only be divulged to authorised persons in accordance with the Surgery policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
Maintain the standards required for the health, safety and security procedures as defined in the Surgery Health & Safety Policy.
Use personal security systems within the workplace according to Surgery guidelines.
Identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
Make effective use of training to update knowledge and skills.
Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Report potential & actual risks identified.
Equality and Diversity
Support the equality, diversity and rights of patients, carers and colleagues, and challenge behaviours that fall below the standards required.
Recognise the importance of peoples rights, interpreting them in a way that is consistent with Surgery procedures and policies, and current legislation.
Respect the privacy, dignity, needs and beliefs of patients, careers and colleagues
Behave in a manner which is welcoming to an individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
Participate in any training program implemented by Mendip Vale as part of this employment.
Identify personal development and training needs.
Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Participate in continuing education to maintain a contemporary level of professional knowledge and skill.
Quality
Strive to improve quality within the Surgery.
Assess own performance, ensuring competence, and being accountable for own actions, either directly or under supervision.
Contribute to the quality assurance process and effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to ensure the best care for the patient, referring to the Team Leader, Surgery Manger, Service Manager or General Manager as needed.
Effectively manage own time, workload and resources.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
Maintain and update relevant Surgery policies, standards and guidance as directed by the Surgery Manager.
Participate in discussions with members of the team on how the policies, standards and guidelines will affect their work.
Participate in audits & meetings where appropriate.
This job description is not intended to be an exhaustive list and may be subject to change from time to time.
Job description
Job responsibilities
Job Summary:
Working as part of a team the post-holder will assist in the processing of patient records. The post holder will be responsible for the accurate recording and filing of all paper and electronic information pertaining to patient records, including the coding of data, registration and deduction of records in accordance to the practice Read Coding, Summarising, Registration and Deductions protocols.
The Medical Records Co-ordinator will develop good working relationships with:
Key Responsibilities:
To support the Surgery Manager and Clinical team in the delivery of safe and efficient document management systems of patient medical records.
Inputting and deducting patient information into the clinical medical systems.
Coding electronic and paper related correspondence accurately and consistently.
Effective use of anatomical and physiological terms and knowledge to find relevant codes and link problems.
Checking patient tasks and taking action to complete as required.
Processing of email, telephone, written correspondence.
Process all data requests accurately and within a time manner
Control all patient files and related admin to required quality standards and in line with information governance, GDPR and DPA regulations.
Maintain accurate records.
Other Responsibilities:
To understand performance targets and KPIs and proactively work with team to resolve any issues
To support practice developments and change e.g. changed to service, policies, structure etc.
To undertake any other duties commensurate with the post holders role as agreed with the management team.
Attending training and events organised by the Surgery or other agencies, where appropriate.
Communication
Adapt communication style and content to reflect the type of interaction.
Ability to receive sensitive or contentious information and process appropriately.
Promote positivity and effective working relationships within the team, other health care providers and other key partners to support an integrated approach to high quality patient care.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
Whilst performing the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, surgery staff and other healthcare workers. They may also have access to information relating to the Surgery as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, careers, colleagues, other healthcare workers or the business of the Surgery may only be divulged to authorised persons in accordance with the Surgery policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
Maintain the standards required for the health, safety and security procedures as defined in the Surgery Health & Safety Policy.
Use personal security systems within the workplace according to Surgery guidelines.
Identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
Make effective use of training to update knowledge and skills.
Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Report potential & actual risks identified.
Equality and Diversity
Support the equality, diversity and rights of patients, carers and colleagues, and challenge behaviours that fall below the standards required.
Recognise the importance of peoples rights, interpreting them in a way that is consistent with Surgery procedures and policies, and current legislation.
Respect the privacy, dignity, needs and beliefs of patients, careers and colleagues
Behave in a manner which is welcoming to an individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
Participate in any training program implemented by Mendip Vale as part of this employment.
Identify personal development and training needs.
Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Participate in continuing education to maintain a contemporary level of professional knowledge and skill.
Quality
Strive to improve quality within the Surgery.
Assess own performance, ensuring competence, and being accountable for own actions, either directly or under supervision.
Contribute to the quality assurance process and effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to ensure the best care for the patient, referring to the Team Leader, Surgery Manger, Service Manager or General Manager as needed.
Effectively manage own time, workload and resources.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
Maintain and update relevant Surgery policies, standards and guidance as directed by the Surgery Manager.
Participate in discussions with members of the team on how the policies, standards and guidelines will affect their work.
Participate in audits & meetings where appropriate.
This job description is not intended to be an exhaustive list and may be subject to change from time to time.
Person Specification
Qualifications
Essential
- GCSE in English and Maths at Grade C or above, or equivalent experience.
- Evidence of continued learning/personal development in relevant field
Desirable
- NVQ3 in Administration or equivalent or working towards.
Skills and Abilities
Essential
- Ability to prioritise tasks and manage competing demands on time, ensuring all deadlines are met.
- Able to apply tact and sensitivity to establish trust and confidence.
- Good communication skills, able to communicate effectively across different levels.
- Patient focused and compassionate about delivery of safe and effect care.
- Ability to demonstrate commitment to Mendip Vales ethos and values.
- Resilient and flexible to meet service needs.
Experience
Essential
- Medical Terminology and coding experience (or willingness to undertake required training).
- Experience of working within an NHS environment relevant to accurate recording of data (or similar experience).
- A good range of IT knowledge including Word, Excel, email and databases
Desirable
- Experience of implementing service improvements and clinical data.
- Experience of using GP clinical systems e.g. EMIS. Understanding of medical terminology and basic knowledge of anatomy and physiology.
Person Specification
Qualifications
Essential
- GCSE in English and Maths at Grade C or above, or equivalent experience.
- Evidence of continued learning/personal development in relevant field
Desirable
- NVQ3 in Administration or equivalent or working towards.
Skills and Abilities
Essential
- Ability to prioritise tasks and manage competing demands on time, ensuring all deadlines are met.
- Able to apply tact and sensitivity to establish trust and confidence.
- Good communication skills, able to communicate effectively across different levels.
- Patient focused and compassionate about delivery of safe and effect care.
- Ability to demonstrate commitment to Mendip Vales ethos and values.
- Resilient and flexible to meet service needs.
Experience
Essential
- Medical Terminology and coding experience (or willingness to undertake required training).
- Experience of working within an NHS environment relevant to accurate recording of data (or similar experience).
- A good range of IT knowledge including Word, Excel, email and databases
Desirable
- Experience of implementing service improvements and clinical data.
- Experience of using GP clinical systems e.g. EMIS. Understanding of medical terminology and basic knowledge of anatomy and physiology.
Disclosure and Barring Service Check
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.
