Records Management Administrator

Job description

Job responsibilities

Hours minimum of 30 hours per week to be worked inline with the needs of the Business (full time hours, up to 40 hours per week can also be offered)

Salary £21,840 - £23,300 depending on experience (pro rata)

Reporting to Governance and Patient Services Manager

Application Closing Date 11th April 2023

This position is being advertised both internally and externally.

About us:

We are a large, friendly practice based in Reading looking to recruit a Medical Records Administrator to join our busy team. Applicants need to demonstrate a professional, flexible, and friendly manner. As well as being organised, applicants should have experience of the necessary computer skills and medical terminology required for coding clinical and non-clinical letters onto the patient record. Experience of processing Subject Access Requests (SARs) and management of patient record and reporting systems is essential. The applicant should also be familiar with using EMIS Clinical Systems.

Key Roles & Responsibilities :

Patient List Management

Processing new patient registrations

Managing new patient registration queries raised during the registration process (liaising with the registration team and patient as required)

Ensuing the registration query tracker is up to date and accessible to the team.

Maximising GP2GP transfers

Processing patient deductions and ensuring swift transfer of patient notes to PCSE.

Ensuring the medical records booking in/out tracker is maintained and up to date and accessible to the team.

Summarising of new patient records

Clinical coding of patient information

Patient Access to Medical Records

Processing Subject Access Requests (SAR) within the agreed timeframes

Managing on-line access for patients, ensuring appropriate consent is adhered to.

Ensuring policy and process is inline with Local and National Guidance and notifying the SMT of any policy changes required.

Other Responsibilities

Assisting with non-NHS contracted administrative work (solicitor or insurance reports etc)

Developing EMIS clinical searches to assist team members with audits and data collection.

Smartcard Administrator to resolve ad-hoc issues relating to system access.

Ensuring robust reporting systems are in place, including workflow tracking, reporting of complaints and incidents.

Must also escalate any workload or backlog issues.

Essential Skills :

Excellent attention to detail

Able to work as a team as well as independently.

Excellent IT skills & confidence in all Microsoft packages

Good initiative

Desirable Skills :

EMIS Web proficient

Previous experience in a GP surgery

Job Responsibilities

The role of the Records Management Administrator is key to ensuring the smooth flow of patient records between practices and the registration team. They will ensure that patient records are coded correctly, summarised in timely manner, and stored in line with Records Retention Policy and The Management of Records Code of Practice.

All new registrations should be completed swiftly to avoid any delay in patient care, liaising with the patients previous practice when necessary. This will include obtaining any missing information to ensure continuity of care.

Paper records should be tracked and logged when transferred in and out. Upon receipt they should be checked for completeness and cross-referenced with the electronic record. Any missing information should be summarised onto the computerised record ensuring the correct clinical coding is used. This is to ensure that patients can continue to be recalled for long term conditions and NHS screening.

Deductions from the practice should be completed promptly so that patients leaving us are able to receive continuous care from their new practice and upon RIP.

Subject Access Requests (SARs) must be processed within the agreed timeframes ensuring that the correct authority and consent has been sought before releasing confidential information to 3rd parties.

The Records Management Administrator is responsible for the maintenance of the trackers and reporting systems. They will also ensure that the correct policy and procedures are in-place, working with their line manager to make any required changes.

Ongoing training will be required to ensure that best practice is followed.

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.

Location

The candidate will work across the Milman Road and Kennet Surgery practice sites inline with the needs of the Business. This role therefore includes cross site working. In addition, to meet the needs of the Business, the practice reserves the right to change the employees place of work within a reasonable distance and within a reasonable notice period.

Person Specification

Qualifications

Essential

• Excellent attention to detail
• Able to work as a team as well as independently
• Excellent IT skills and confidence in all Microsoft packages
• Good initiative

Desirable

• EMIS Web proficient
• Previous experience in a GP surgery

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.

Employer details

Employer name

Dr Mittal & Partners

Address

50 Milman Road

Reading

RG2 0AR

Employer's website

https://www.milmanroadhealthcentre.co.uk/ (Opens in a new tab)