Job summary
The aim of
this role is to streamline the flow of clinical correspondence through the
organisation, by reducing the number of letters that GPs need to process. This
should ensure that GPs are able to give priority to the most appropriate
correspondence. In addition this role
may also need to be able to provide cover for scanning person if needed.
The
Administrator will follow the Workflow Optimisation Flowchart and protocol.
Where appropriate, according to the flowchart, letters will be filed directly
to patient notes by the workflow administrator and where appropriate, more
complex correspondence will be actioned (by calling patients and arranging
diagnostic investigation, liaising with other healthcare clinicians, primarily
pharmacist if change of medication is needed) or letters should be directed to
the appropriate clinician for their attention. Where there is uncertainty about
whether a document can be filed directly, it will be forwarded to a clinician
for safety.
In addition, the post
holder will identify any key clinical data from correspondence, such as new
diagnoses, peak flow measures, BP recordings, height, weight, smoking status,
alcohol intake status, blood test results, care plans etc.
Main duties of the job
Workflow of practice correspondence (both paper and
electronic) and attaching to patient records.
Recording diagnoses, procedures and investigations.
Identifying urgency and carrying out actions or forwarding
to appropriate teams.
Identifying complex or higher risk areas that require input
or knowledge from the clinical team.
Working to agreed practice protocols.
Answering queries from other members of staff.
Respond to online access requests and queries
Complete other admin tasks as required
About us
We are a forward thinking practice with 18,000 patients operating over 2 sites.
We are a large training practice and support
teaching of medical students as well as trainee nurses. We are also a part of
a local Primary Care Network of other GP practices and are working to develop
new and innovative ways of providing quality care for our patient population.
We have 5 partners, 9 salaried GPs, 3
Nurses, 1 HCA, 4 pharmacists, pharmacy technician, dietitian,
physiotherapist, social prescriber and a mental health practitioner. The practice also has large back office team supporting the clinical teams and patients as well.
We pride ourselves on supporting our employees to achieve work/life balance and organise number of different outings with employees and their family members during the year. Join the team where work is important but so is your wellbeing.
Job description
Job responsibilities
KEY DUTIES AND
RESPONSIBILITIES
To improve efficiencies and reduce the number of
people processing patient documents
To assign documents to patients clinical record
within 48 hours
To add any additional information about the source
of the document into the patients medical record
Read code accurately
diagnosis, procedures and investigations, identifying and carrying out actions
e.g. contacting patients to make appointments
To forward the documents to the appropriate team
member for actioning which could include GPs, Nurses, Pharmacist, Admin and
Secretarial team etc
To store documents in line with the GDPR and
practice regulations
To destroy documents in line with the GDPR and
practice regulations
To liaise with patients to inform them of actions
taken e.g. appointments booked or referral made etc
Follow practice
protocols to ensure consistent and high quality care is provided to our
patients
Carry out administrative
tasks relating to patient records, including filing and document management
Identify the complex or
higher risk areas that require input or knowledge from the clinical team,
including Safeguarding issues, working to the agreed Practice protocols.
Attend any workflow
optimisation training as deemed necessary by the practice
CODING
Identify relevant
clinical information contained in patient correspondence
Code or free text the
clinical information onto the patient record
Deal with queries
relating to coding
The above list of duties
is not exhaustive and may be subject to changes as deemed necessary.
SCANNING DUTIES (when needed to cover for annual/sick leaves)
Process Practice
correspondence (paper, electronic, email, faxes) attaching it to the patient
record
Sort and date stamp all
incoming patient-related mail.
Scan patient-related
documents onto their medical record using read codes as agreed by the clinical
team
Add any additional
information about the source of the document
Forward the document to
the doctor or nurse who initiated the referral or who is most appropriate to
receive the information
Ensure incoming letters
are scanned onto the patient record within a 48/72-hour timescale
Scan all internal paper
documents on to the relevant patients record and then store the documents in
line with surgery procedures.
Job description
Job responsibilities
KEY DUTIES AND
RESPONSIBILITIES
To improve efficiencies and reduce the number of
people processing patient documents
To assign documents to patients clinical record
within 48 hours
To add any additional information about the source
of the document into the patients medical record
Read code accurately
diagnosis, procedures and investigations, identifying and carrying out actions
e.g. contacting patients to make appointments
To forward the documents to the appropriate team
member for actioning which could include GPs, Nurses, Pharmacist, Admin and
Secretarial team etc
To store documents in line with the GDPR and
practice regulations
To destroy documents in line with the GDPR and
practice regulations
To liaise with patients to inform them of actions
taken e.g. appointments booked or referral made etc
Follow practice
protocols to ensure consistent and high quality care is provided to our
patients
Carry out administrative
tasks relating to patient records, including filing and document management
Identify the complex or
higher risk areas that require input or knowledge from the clinical team,
including Safeguarding issues, working to the agreed Practice protocols.
Attend any workflow
optimisation training as deemed necessary by the practice
CODING
Identify relevant
clinical information contained in patient correspondence
Code or free text the
clinical information onto the patient record
Deal with queries
relating to coding
The above list of duties
is not exhaustive and may be subject to changes as deemed necessary.
SCANNING DUTIES (when needed to cover for annual/sick leaves)
Process Practice
correspondence (paper, electronic, email, faxes) attaching it to the patient
record
Sort and date stamp all
incoming patient-related mail.
Scan patient-related
documents onto their medical record using read codes as agreed by the clinical
team
Add any additional
information about the source of the document
Forward the document to
the doctor or nurse who initiated the referral or who is most appropriate to
receive the information
Ensure incoming letters
are scanned onto the patient record within a 48/72-hour timescale
Scan all internal paper
documents on to the relevant patients record and then store the documents in
line with surgery procedures.
Person Specification
Experience
Essential
- Experience of administrative duties
- Excellent Communication Skills (written and oral)
- Strong IT skills
- Competent in the use of Microsoft 365 Suite
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously.
- Good interpersonal skills
- Problem solving and analytical skills.
- Ability to follow policies and procedures.
- Excellent accuracy of recording information and attention to detail.
- Excellent understanding of Data Protection (GDPR)
Desirable
- Emis experience / skills
- Knowledge and understanding of clinical coding / medical terminology
- Practical experience of computerised recording systems
- Experience of working in a healthcare setting
Qualifications
Essential
- GCSE in Maths and English A to C or equivalent
Person Specification
Experience
Essential
- Experience of administrative duties
- Excellent Communication Skills (written and oral)
- Strong IT skills
- Competent in the use of Microsoft 365 Suite
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously.
- Good interpersonal skills
- Problem solving and analytical skills.
- Ability to follow policies and procedures.
- Excellent accuracy of recording information and attention to detail.
- Excellent understanding of Data Protection (GDPR)
Desirable
- Emis experience / skills
- Knowledge and understanding of clinical coding / medical terminology
- Practical experience of computerised recording systems
- Experience of working in a healthcare setting
Qualifications
Essential
- GCSE in Maths and English A to C or equivalent
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.
