Job summary
Tower House Surgery is looking for a part time clinical correspondence administrator to join our to join our friendly, patient focused, caring, teaching practice.
The main purpose of the role is to ensure that all incoming patient correspondence is stored, recorded correctly and directed to an appropriate clinician in a timely fashion.
Attention to detail is key and there can be a lot of reading.
Knowledge of emis web is an advantage though training can be given.
Medical terminology would be desirable.
You will need to;
Follow practice protocols to ensure consistent and high quality care is provided to our patientsCarry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.Assist the practice Summariser in maintaining the integrity and coding of the patients electronic medical record
Main duties of the job
- Ensure
incoming letters are scanned onto the patient record within a 24/ 48 hour
timescale using read codes as agreed by the clinical team, adding any
additional information about the source of the document that is relevant
- Forward the incoming
document to the relevant clinician
or staff member who is most appropriate to receive the information
following the practice protocol
- Scan all
internal paper documents on to the relevant patients record and then
store the documents in line with surgery procedures.
- EDT
Electronic Document Transfer of correspondence - forward the incoming documents
to the relevant clinician or staff
member who is most appropriate to receive the information following the
practice protocol
Action any
EDT incoming correspondence not required to be seen by another staff
member including contacting the patient by telephone, by letter, or other
acceptable means of communication where necessary
About us
Located on West Wycombe Rd, we are a busy, patient focused, caring, teaching practice.
On the clinical side of our team we have 5 partners, 3 salaried doctors, a paramedic,3 practice nurses, an HCA and a phlebotomist (Midwife works from here 2 mornings). On the admin side providing support we have our reception team, clinical coders, registrations clerk, summariser, prescriptions clerk, office assistant, operations manager and practice manager.
We have a patient list of just under 11,000.
We use EMIS web and DOCMAN10.
This role can be flexible on hours for example 9:30 - 2:30 or just morning/just afternoon..
Job description
Job responsibilities
Job Purpose:
Ensure that all
incoming and internal patient correspondence is stored on/in the patients
medical record and relevant information is coded.
Ensure incoming
correspondence is seen by the appropriate clinician in a timely fashion.
Ensure
correspondence is appropriately actioned where the clinician does not need to
view it
Be able to locate
documents as needed by the clinical and non-clinical staff
Carry out other administrative
related tasks as delegated by the doctors and non- clinical staff
Key Working Relationships within the practice team
- Doctors,
Nurses, HCA , Pharmacist -Daily,
where relevant to documents scanning and coding
- Prescriptions
Team / Admin Team - Daily, where relevant to documents received
Duties and Responsibilities
- 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,
document management and ensuring patients can access reports,
prescriptions and that they are easily accessible.
- Assist the
practice Summariser in maintaining the integrity and coding of the
patients electronic medical record
Scanning and Coding duties
- Sort and date
stamp all incoming patient-related mail.
- Ensure
incoming letters are scanned onto the patient record within a 24/ 48 hour
timescale using read codes as agreed by the clinical team, adding any
additional information about the source of the document that is relevant
- Forward the incoming
document to the relevant clinician
or staff member who is most appropriate to receive the information
following the practice protocol
- Action any incoming
correspondence not required to be seen by another staff member whether
that be contacting the patient by telephone, by letter, or other
acceptable means of communication
- Scan all
internal paper documents on to the relevant patients record and then
store the documents in line with surgery procedures.
- EDT
Electronic Document Transfer of correspondence - forward the incoming documents
to the relevant clinician or staff
member who is most appropriate to receive the information following the
practice protocol
- Action
any EDT incoming correspondence not
required to be seen by another staff member including contacting the
patient by telephone, by letter, or other acceptable means of
communication where necessary
Coding requirements using the recognised Read
Coding system
- Identify
relevant clinical information contained in patient correspondence
- Code or free
text the clinical information on to the patient record
- Deal with
queries relating to coding
Job description
Job responsibilities
Job Purpose:
Ensure that all
incoming and internal patient correspondence is stored on/in the patients
medical record and relevant information is coded.
Ensure incoming
correspondence is seen by the appropriate clinician in a timely fashion.
Ensure
correspondence is appropriately actioned where the clinician does not need to
view it
Be able to locate
documents as needed by the clinical and non-clinical staff
Carry out other administrative
related tasks as delegated by the doctors and non- clinical staff
Key Working Relationships within the practice team
- Doctors,
Nurses, HCA , Pharmacist -Daily,
where relevant to documents scanning and coding
- Prescriptions
Team / Admin Team - Daily, where relevant to documents received
Duties and Responsibilities
- 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,
document management and ensuring patients can access reports,
prescriptions and that they are easily accessible.
- Assist the
practice Summariser in maintaining the integrity and coding of the
patients electronic medical record
Scanning and Coding duties
- Sort and date
stamp all incoming patient-related mail.
- Ensure
incoming letters are scanned onto the patient record within a 24/ 48 hour
timescale using read codes as agreed by the clinical team, adding any
additional information about the source of the document that is relevant
- Forward the incoming
document to the relevant clinician
or staff member who is most appropriate to receive the information
following the practice protocol
- Action any incoming
correspondence not required to be seen by another staff member whether
that be contacting the patient by telephone, by letter, or other
acceptable means of communication
- Scan all
internal paper documents on to the relevant patients record and then
store the documents in line with surgery procedures.
- EDT
Electronic Document Transfer of correspondence - forward the incoming documents
to the relevant clinician or staff
member who is most appropriate to receive the information following the
practice protocol
- Action
any EDT incoming correspondence not
required to be seen by another staff member including contacting the
patient by telephone, by letter, or other acceptable means of
communication where necessary
Coding requirements using the recognised Read
Coding system
- Identify
relevant clinical information contained in patient correspondence
- Code or free
text the clinical information on to the patient record
- Deal with
queries relating to coding
Person Specification
Qualifications
Essential
- GCSE A-C in Maths and English
Experience
Essential
- Methodical and logical with excellent attention to detail
- Ability to work under pressure and to prioritise workload
- Able to follow GDPR policies and guidelines
- Understanding of confidentiality
- Good standard of Literacy & Numeracy
- Computer literate
- Good clear and confident communicator
- Ability to work alone and as a member of a team whilst organising own workload
Desirable
- Experience of working in primary care
- Knowledge of Medical Terminology
- Knowledge of Medical Read Coding (Snomed)
- Ability to be flexible with hours to cover holidays and sickness
- Experience of EMIS
Person Specification
Qualifications
Essential
- GCSE A-C in Maths and English
Experience
Essential
- Methodical and logical with excellent attention to detail
- Ability to work under pressure and to prioritise workload
- Able to follow GDPR policies and guidelines
- Understanding of confidentiality
- Good standard of Literacy & Numeracy
- Computer literate
- Good clear and confident communicator
- Ability to work alone and as a member of a team whilst organising own workload
Desirable
- Experience of working in primary care
- Knowledge of Medical Terminology
- Knowledge of Medical Read Coding (Snomed)
- Ability to be flexible with hours to cover holidays and sickness
- Experience of EMIS
