Clinical Administrator

Job description

Job responsibilities

Summary of Post

To support the developed use of clinical IT systems by the practice team.

To assist with the system management support of the EMIS Web clinical system and other associated technologies.

To liaise with the practice clinical and administrative teams to ensure that accurate records are maintained and efficient administrative support provided, in accordance with practice guidelines and protocols.

To assist the practice clinical and administrative team in the provision of high quality, personalised care to our patients.

Specific Responsibilities

1. Maintaining clinical data quality by:

a. Reviewing and actioning clinical correspondence

b. Scanning clinical correspondence to patients healthcare record

c. Read coding clinical information

d. Workflowing documentation to appropriate member of the team

e. Setting up and running clinical searches / audits

f. Setting up clinical templates

g. Processing GP2GP registrations

h. Culling and sorting patients records / letters in preparation for summarising

i. Summarising patients medical history

j. Supporting patients use of technologies

2. Providing administrative support by:

a. Processing statistical data and management information

b. Processing clinical letters and reports

c. Processing workflow / electronic mail items

d. Filing and retrieving paperwork systematically

e. Photocopying medical records

3. Maintaining patient services by:

a. Arranging follow up appointments / investigations for patients

b. Processing repeat prescriptions within 48 hour timeframe

c. Processing new patients registrations

d. Processing patient deductions

e. Processing changes of patient details

f. Providing first point of contact for patients and visitors

g. Assisting patients in accessing the most appropriate healthcare professional or service for them

h. Processing surgery lists and appointment requests

i. Processing telephone messages

4. Supporting the clinical team by:

a. Liaising with Clinical Leads over; clinics, reviews, recalls, QOF/IIF delivery

b. Assisting at Vaccination / Immunisation Clinics

c. Participating in new practice initiatives or pilots

d. Preparing refreshments

5. Ensuring efficiency and safety by:

a. Processing documentation accurately and in a timely manner

b. Reporting any significant events that occur in relation to document management and data security

c. Participating in any associated learning from incidents and complaints

d. Opening and securing premises as rota requires

e. Working within own level of competence at all times

Other Responsibilities

1. To support the aims and ethos of the practice

2. To attend Practice Team meetings regularly

3. To contribute to the development of the practice

4. To participate in annual Staff Appraisal process

5. To take responsibility for own professional development, learning and performance

6. To undertake training as required

7. To demonstrate skills and activities to colleagues undertaking similar work

8. To communicate effectively with all members of the practice team, patients and their carers

9. To liaise effectively with external healthcare professionals and agencies to meet patients needs

10. To vary working pattern, by negotiation, according to the business needs of the practice

11. To undertake any other duties as deemed reasonable by the practice

Whilst every effort has been made to outline the main duties and responsibilities of the post, each individual task undertaken may not be identified.

This job description is current at the date shown but may be changed, in consultation with the postholder, to meet the developing business needs of the practice.

Person Specification

Qualifications

Essential

• GCSE in English and Maths A to C or equivalent level qualification and/or experience
• Commitment to continuing own professional development and undertake further training as required

Experience

Essential

• Experience working in a GP practice as an NHS administrator
• Experience of reviewing and coding medical information
• Experience in data entry and inputting high volumes of information daily
• Proficient in using Microsoft Office Word, Excel, PowerPoint, Outlook daily
• Experience in maintaining web based / social media information or willingness to learn
• Experience of working in a protocol driven environment and adhering to Standard Operating Procedures
• Experience of communicating with a range of stakeholders, internal and external to the practice
• Ability to work as part of an integrated multi-skilled team

knowledge and skills

Essential

• Knowledge and use of clinical systems EMIS Web, Docman, Accurx and other systems
• Knowledge of SNOMED Codes and Quality Outcomes Framework
• Knowledge and understanding of GDPR and how it relates to the role
• Attention to detail to ensure accuracy and consistency in data entry

Qualities

Essential

• Commitment to delivering high quality patient care
• Commitment to maintaining confidentiality
• Ability to work without direct supervision and determine own workload priorities

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

Quayside Medical Practice

Address

Chapel Street

Newhaven

East Sussex

BN9 9PW

Employer's website

https://www.quaysidemedicalpractice.nhs.uk/ (Opens in a new tab)