Job summary
An exciting vacancy has arisen in our admin team. This is a varied role to join our
existing team to support the partners, management and practice as a
whole in a range of administrative duties.
Please note: previously unsuccessful applicants should not reapply.
Main duties of the job
This will involve a range of duties incl:
Read coding
Data quality / recall
Referrals / tasks
Patient enquiries
Summarising / filing
About us
The Old Court House Surgery is a well-established
practice with nearly 13,500 patients located in the heart of Sutton and is part
of the Central Sutton Primary Care Network.
Our site is a large, modern working environment and is
home to a workforce of 40+ including PCN/ARRS roles.
We are a 5 partner PMS and training practice using the
EMIS web clinical system with a strong team of highly skilled and experienced
healthcare professionals incl salaried GPs, ANPs, Nurses, HCAs and
Phlebotomists working alongside our excellent team of admin and reception
staff.
Job description
Job responsibilities
Key Tasks and Responsibilities
Read Coding
- To update patient medical records accurately from information provided (highlighted) on hospital letters and patient correspondence such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information i.e. BP recordings, height, weight, smoking status etc. This is all required to be followed in line with the practice managing clinical correspondence protocol.
- To consider the QOF box pop up and whether there is information in the clinical correspondence that may require a more comprehensive review of the record and escalate to the GP
- Run EMIS searches as directed and input missing data as appropriate
Data Quality & Patient Recall
- Provide proactive support for the monitoring of data to ensure KPI and QOF targets are achieved, and patient clinical registers are accurate
- Undertake patient call and recall processes monthly for all cohorts and in line with practice procedures and using the Ardens recall process appropriately
- Use templates and protocols to ensure that data is recorded accurately in the patient medical record in order to monitor KPI and other activity
- Create bespoke EMIS searches and protocols to prompt clinician action
- Send individual and bulk invitations / reminders via text messaging software
- Undertake the summarising of patient records on registration in line with practice policy
Referrals & Tasks
- Assist in implementation of e-Referrals
- Import new referral forms to EMIS, add self-populating fields
- Archive redundant referral forms from EMIS
- Monitor and respond to EMIS workflow tasks
- Monitor and respond to docman workflow tasks
- Use AccuRx (texts and emails) to contact patients and respond to incoming communications
Other
- Process patient registrations and deductions
- Monitor practice generic mailbox for emails that do not go to Docman, and distribute, forward and respond as appropriate
- Support patient enquiries made by phone and in particular during the usual hours of 10-12 daily
- Undertake filing of patient records
- Support for specific meetings incl note taking, data input and actions
Please refer to the full job description and person specification.
This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder may be asked to carry out other duties appropriate to the grade.
Job description
Job responsibilities
Key Tasks and Responsibilities
Read Coding
- To update patient medical records accurately from information provided (highlighted) on hospital letters and patient correspondence such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information i.e. BP recordings, height, weight, smoking status etc. This is all required to be followed in line with the practice managing clinical correspondence protocol.
- To consider the QOF box pop up and whether there is information in the clinical correspondence that may require a more comprehensive review of the record and escalate to the GP
- Run EMIS searches as directed and input missing data as appropriate
Data Quality & Patient Recall
- Provide proactive support for the monitoring of data to ensure KPI and QOF targets are achieved, and patient clinical registers are accurate
- Undertake patient call and recall processes monthly for all cohorts and in line with practice procedures and using the Ardens recall process appropriately
- Use templates and protocols to ensure that data is recorded accurately in the patient medical record in order to monitor KPI and other activity
- Create bespoke EMIS searches and protocols to prompt clinician action
- Send individual and bulk invitations / reminders via text messaging software
- Undertake the summarising of patient records on registration in line with practice policy
Referrals & Tasks
- Assist in implementation of e-Referrals
- Import new referral forms to EMIS, add self-populating fields
- Archive redundant referral forms from EMIS
- Monitor and respond to EMIS workflow tasks
- Monitor and respond to docman workflow tasks
- Use AccuRx (texts and emails) to contact patients and respond to incoming communications
Other
- Process patient registrations and deductions
- Monitor practice generic mailbox for emails that do not go to Docman, and distribute, forward and respond as appropriate
- Support patient enquiries made by phone and in particular during the usual hours of 10-12 daily
- Undertake filing of patient records
- Support for specific meetings incl note taking, data input and actions
Please refer to the full job description and person specification.
This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder may be asked to carry out other duties appropriate to the grade.
Person Specification
Qualifications
Essential
- English and Maths GCSE Level C or equivalent
- A demonstrable commitment to ongoing professional development
Desirable
- Intermediate level Microsoft Office
Knowledge and skills
Essential
- Excellent numeracy
- Computer literacy and IT
- Excellent communication
- Good team working
- Ability to prioritise own workload
Experience
Essential
- Working in an administration role for at least 1 yr
- Dealing with the public in a front facing role
- Microsoft office software expereience
- Primary care system experience (eg EMIS web)
- NHS/primary care experience
Qualities and Attributes
Essential
- An understanding, acceptance and adherence to the need for confidentiality
- Ability to use own initiative, resourcefulness and common sense
- Articulate, professional and courteous
- Reliable and punctual
- Able to provide ad-hoc cover for additional shifts sometimes at short notice
- Ability to work under pressure in a changing environment
Person Specification
Qualifications
Essential
- English and Maths GCSE Level C or equivalent
- A demonstrable commitment to ongoing professional development
Desirable
- Intermediate level Microsoft Office
Knowledge and skills
Essential
- Excellent numeracy
- Computer literacy and IT
- Excellent communication
- Good team working
- Ability to prioritise own workload
Experience
Essential
- Working in an administration role for at least 1 yr
- Dealing with the public in a front facing role
- Microsoft office software expereience
- Primary care system experience (eg EMIS web)
- NHS/primary care experience
Qualities and Attributes
Essential
- An understanding, acceptance and adherence to the need for confidentiality
- Ability to use own initiative, resourcefulness and common sense
- Articulate, professional and courteous
- Reliable and punctual
- Able to provide ad-hoc cover for additional shifts sometimes at short notice
- Ability to work under pressure in a changing environment
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.
