Job summary
We have an opportunity for an experienced General Practice Administrator to join our Clinical Support Services Team.
The post holder will be responsible for a range of duties to include clinical document reading, coding of information onto the patient record, patient recall for immunisations and long term conditions management, cancer screening programme administration and summarising new patient records. This list is not exhaustative and the requirements of the job may develop and change.
The post holder will possess demonstrable experience of communication with patients and practice colleagues. The successful applicant will have previous experience of clinical document management and clinical coding.
Main duties of the job
A detailed explanation of the role can be found within the Job Description, however the main responsibilities of the role will feature:
-Clinical document reading and workflow management
-Coding medical information to maintain the patient medical record
-Recall of patients for long term condition review, immunisation, cancer screening and immunisation
-Summarising new patient records
-Liaising with patients at the request of GPs and other healthcare professionals for the purpose of follow up care
-Providing minute taking and meeting support for meetings as required
About us
We are a team of 7 GPs, 5 nursing colleagues and supporting administrative staff, serving a population of 10,000 in the Halesowen area. Halesowen Medical Practice, also known as St. Margaret's Well Surgery, is also a training practice for specialist GP Registrars.
The clinical systems in use include EmisWeb, Footfall and Docman.
We operate from a purpose built primary care premises with staff parking.
We have a friendly team with a shared purpose of providing good quality care to our patients.
Job description
Job responsibilities
Operational Responsibilities
- Carry out required tasks utilising the Emis Web, Docman and Footfall systems.
To scan incoming post and enter read coded information to patient records.
To undertake clinical document reading and assist in workflow optimisation.
To process all electronically received correspondence in accordance with practice protocol.
- Ensure that all correspondence is signed and despatched in accordance with practice policy.
- Process access requests for copies of patients records.
- Carry out Cancer Screening administration.
- Carry out disease management administration as required.
- Carry out NHS Health Check recall administration.
- To assist in the process relating to medical reports, to include organising the photocopying of notes and postage duties.
- To take minutes of multi-disciplinary Team meetings and co-ordinate with community teams in relation to the administration of patients under their care.
- Carry out GP link and GP2GP administration via Emis Web in accordance with the function of the department.
- Process quarterly immunisations.
- To assist in the recall of patents for post natal review.
- To assist in all areas of patient recall and be conversant with the practice follow up system.
- Liaison with outside agencies as appropriate.
- Process and code medical and non-medical correspondence as appropriate.
- Ensure Vaccination uptake surveys information is processed correctly.
- Effectively manage nominated areas of responsibility.
- To make suggestions for enhancing the quality of the service that the practice offers.
- To undertake all duties within the Clinical Support Services Department where required to include scanning, coding, summarising and secretarial duties.
- To assist in the maintenance of stationery supplies to ensure the practice remains adequately stocked at all times and in accordance with practice financial procedures.
- To co-ordinate the shredding of confidential waste produced by the practice with the third party contractor.
- To undertake any other duties as requested by the Management Team.
- To provide cover for Patient Services as directed.
Job description
Job responsibilities
Operational Responsibilities
- Carry out required tasks utilising the Emis Web, Docman and Footfall systems.
To scan incoming post and enter read coded information to patient records.
To undertake clinical document reading and assist in workflow optimisation.
To process all electronically received correspondence in accordance with practice protocol.
- Ensure that all correspondence is signed and despatched in accordance with practice policy.
- Process access requests for copies of patients records.
- Carry out Cancer Screening administration.
- Carry out disease management administration as required.
- Carry out NHS Health Check recall administration.
- To assist in the process relating to medical reports, to include organising the photocopying of notes and postage duties.
- To take minutes of multi-disciplinary Team meetings and co-ordinate with community teams in relation to the administration of patients under their care.
- Carry out GP link and GP2GP administration via Emis Web in accordance with the function of the department.
- Process quarterly immunisations.
- To assist in the recall of patents for post natal review.
- To assist in all areas of patient recall and be conversant with the practice follow up system.
- Liaison with outside agencies as appropriate.
- Process and code medical and non-medical correspondence as appropriate.
- Ensure Vaccination uptake surveys information is processed correctly.
- Effectively manage nominated areas of responsibility.
- To make suggestions for enhancing the quality of the service that the practice offers.
- To undertake all duties within the Clinical Support Services Department where required to include scanning, coding, summarising and secretarial duties.
- To assist in the maintenance of stationery supplies to ensure the practice remains adequately stocked at all times and in accordance with practice financial procedures.
- To co-ordinate the shredding of confidential waste produced by the practice with the third party contractor.
- To undertake any other duties as requested by the Management Team.
- To provide cover for Patient Services as directed.
Person Specification
Qualifications
Essential
- NVQ Business Administration Level 2 or equivalent
- 5 GCSEs at grade C (or equivalent) or above including Maths and English
- Recognised Microsoft Office Qualification (e.g. ECDL) or relevant experience
Desirable
- AMSPAR Health Administration Level 2 or equivalent.
- AMSPAR Diploma for Medical Secretary Level 3 or equivalent.
- AMSPAR Medical Terminology Level 2 or equivalent.
Experience
Essential
- Experience working in a general practice administrative role.
- Previous clinical document management and clinical coding experience in a general practice setting.
- Experience of Information Governance and confidentiality protocols
Knowledge/Skills
Essential
- Knowledge of principles and processes for providing customer and personal services.
- Excellent keyboard and computer skills
- Excellent communication (oral and written) and inter personal skills
- Good time management
Desirable
- Experience with GP clinical systems to include Emis Web, Docman, Footfall, Accurx
Person Specification
Qualifications
Essential
- NVQ Business Administration Level 2 or equivalent
- 5 GCSEs at grade C (or equivalent) or above including Maths and English
- Recognised Microsoft Office Qualification (e.g. ECDL) or relevant experience
Desirable
- AMSPAR Health Administration Level 2 or equivalent.
- AMSPAR Diploma for Medical Secretary Level 3 or equivalent.
- AMSPAR Medical Terminology Level 2 or equivalent.
Experience
Essential
- Experience working in a general practice administrative role.
- Previous clinical document management and clinical coding experience in a general practice setting.
- Experience of Information Governance and confidentiality protocols
Knowledge/Skills
Essential
- Knowledge of principles and processes for providing customer and personal services.
- Excellent keyboard and computer skills
- Excellent communication (oral and written) and inter personal skills
- Good time management
Desirable
- Experience with GP clinical systems to include Emis Web, Docman, Footfall, Accurx
