Job summary
We are looking for an Administrative Assistant to provide administrative
support to ensure the smooth and efficient operation of the Practice. This
includes managing patient correspondence and emails, liaising with healthcare
professionals, handling queries, and supporting the wider team in delivering
quality patient care.
Main duties of the job
The main duties of the role will include processing patient documentation such as hospital letters, tasks, emails, and ensuring information therein is accurately coded within the Patient records.
About us
We are a large, semi-rural practice that is run by three Partners and employs 33 members of staff. We have a good working atmosphere and many long standing loyal members of staff.
Benefits of working with us are the friendly, supportive team, kind patients, pleasant offices / working environment and developmental attitude.
Job description
Job responsibilities
The following are the core responsibilities of the Administration Assistant. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Maintain accurate and up-to-date patient records using the practice's clinical system (e.g., SystmOne).
- Process incoming correspondence, scanning and attaching to the correct patient records.
- Review and analyse clinical documentation from patient records, assigning appropriate diagnosis and procedure codes, ensuring codes reflect the patient's condition and the care provided.
- Collaborate with medical staff to clarify documentation discrepancies.
- Process required outgoing correspondence to third party contacts.
- Summarisation of new patient records as and when required to formulate accurate patient records.
- Manage the Practice email inbox and take appropriate action on all correspondence therein.
- Maintain up-to-date knowledge of coding standards and regulatory changes.
- Ensure coding accuracy and compliance with national and organisational standards.
- Contribute to the quality assurance and audit processes.
- Generate statistical reports on coding data, when required.
- Participate in ongoing training and professional development.
- Ensure confidentiality of all patient information in accordance with GDPR and practice policies.
Job description
Job responsibilities
The following are the core responsibilities of the Administration Assistant. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Maintain accurate and up-to-date patient records using the practice's clinical system (e.g., SystmOne).
- Process incoming correspondence, scanning and attaching to the correct patient records.
- Review and analyse clinical documentation from patient records, assigning appropriate diagnosis and procedure codes, ensuring codes reflect the patient's condition and the care provided.
- Collaborate with medical staff to clarify documentation discrepancies.
- Process required outgoing correspondence to third party contacts.
- Summarisation of new patient records as and when required to formulate accurate patient records.
- Manage the Practice email inbox and take appropriate action on all correspondence therein.
- Maintain up-to-date knowledge of coding standards and regulatory changes.
- Ensure coding accuracy and compliance with national and organisational standards.
- Contribute to the quality assurance and audit processes.
- Generate statistical reports on coding data, when required.
- Participate in ongoing training and professional development.
- Ensure confidentiality of all patient information in accordance with GDPR and practice policies.
Person Specification
Qualifications
Essential
- GCSE Grade C or above in English (or equivalent)
Desirable
- Clinical coding qualification
Experience
Essential
- Excellent organisational and time-management skills.
- Strong communication and interpersonal skills.
- Ability to remain calm under pressure and handle confidential information with discretion.
- Attention to detail and accuracy.
- Ability to work both independently and as part of a team.
- Ability to follow policies and procedures.
- Flexible and co-operative.
- Disclosure and Barring Service (DBS) check.
Desirable
- Working knowledge of SystmOne and Microsoft Office.
- Previous experience in a medical or administrative role (preferred).
- Knowledge of medical terminology (advantageous).
- Knowledge of coding systems.
Person Specification
Qualifications
Essential
- GCSE Grade C or above in English (or equivalent)
Desirable
- Clinical coding qualification
Experience
Essential
- Excellent organisational and time-management skills.
- Strong communication and interpersonal skills.
- Ability to remain calm under pressure and handle confidential information with discretion.
- Attention to detail and accuracy.
- Ability to work both independently and as part of a team.
- Ability to follow policies and procedures.
- Flexible and co-operative.
- Disclosure and Barring Service (DBS) check.
Desirable
- Working knowledge of SystmOne and Microsoft Office.
- Previous experience in a medical or administrative role (preferred).
- Knowledge of medical terminology (advantageous).
- Knowledge of coding systems.
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.