Job summary
To support the practice clinical team by processing patient records and collating electronic/paper information working as part of a multidisciplinary team.
The patient records administrator will support the administrative team in delivering a polite and professional service to the entitled patient population and provide cover for Workflow Administrator.
Main duties of the job
The Patient Record Administrator will be responsible for processing incoming and outgoing patient records along with clinical coding of relevant information into patients electronic healthcare records on the clinical system, adhering to the standard SNOMED CT codes and relevant organisational policies.
In addition, the post-holder will assist with the preparation of information requests including subject access requests, support the multi-disciplinary team, providing administrative support as required and in line with the needs of the organisation. Duties can include, but are not limited to, processing incoming and outgoing patient records, preparation of information requests (paper and electronic) in a timely manner and in accordance with current policies; supporting back office and reception teams.
The post-holder will support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
The post-holder will be an integral part of the general practice team.
About us
We are a small, friendly, single handed GP practice with just under 4,000 patients and growing. We offer a range of services including general health, maternity and childcare, women's health, and specialist care. We are a paperlight practice working digitally.
Job description
Job responsibilities
The following are the core responsibilities of the Clinical Coder in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
- Accurately clinically code data into the patient record on the clinical system from incoming patient records and correspondence.
- Identifying relevant clinical information documented in patient records/correspondence, coding appropriately and completing any detailed action
- Inputting and extracting data as required to support practice reports, audits and to capitalise upon both patient safety and QOF income
- Scanning patient related documentation and attaching scanned documents to patients healthcare records as required
- Highlight all timely actions, changes to patient care and management to the relevant clinician from incoming records/correspondence.
- File and store records as required
- Action incoming correspondence, emails and mail in a timely manner when covering for workflow administrator
- Input data into patients healthcare records as necessary
- Conduct system searches as requested
- Maintain a clean, tidy, effective working area at all times
- Support all clinical staff with general administrative tasks as requested
- Undertake a broad spectrum of administrative duties commensurate with the role
- Be an integral part of the general practice team
- Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children
- Support in the delivery of enhanced services and other service requirements
- Undertake all mandatory training and induction programmes
- Contribute to and embrace the spectrum of clinical governance
- Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
Job description
Job responsibilities
The following are the core responsibilities of the Clinical Coder in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
- Accurately clinically code data into the patient record on the clinical system from incoming patient records and correspondence.
- Identifying relevant clinical information documented in patient records/correspondence, coding appropriately and completing any detailed action
- Inputting and extracting data as required to support practice reports, audits and to capitalise upon both patient safety and QOF income
- Scanning patient related documentation and attaching scanned documents to patients healthcare records as required
- Highlight all timely actions, changes to patient care and management to the relevant clinician from incoming records/correspondence.
- File and store records as required
- Action incoming correspondence, emails and mail in a timely manner when covering for workflow administrator
- Input data into patients healthcare records as necessary
- Conduct system searches as requested
- Maintain a clean, tidy, effective working area at all times
- Support all clinical staff with general administrative tasks as requested
- Undertake a broad spectrum of administrative duties commensurate with the role
- Be an integral part of the general practice team
- Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children
- Support in the delivery of enhanced services and other service requirements
- Undertake all mandatory training and induction programmes
- Contribute to and embrace the spectrum of clinical governance
- Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
Person Specification
Qualifications
Essential
- Excellent communication skills and effective in communicating and understanding patient needs
- Competent in the use of MS Office and Outlook
- Ability to use own initiative, discretion, and sensitivity
- Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Excellent communication skills and effective in communicating and understanding patient needs
- Sensitive and empathetic in distressing situations
- Effectively utilise resources
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Clear, polite telephone manner
- Flexible and cooperative
- Motivated
- Good organisational skills
Desirable
- Clinical IT system user skills and the ability to record accurate notes
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Demonstrate personal accountability, emotional resilience and work well under pressure
Person Specification
Qualifications
Essential
- Excellent communication skills and effective in communicating and understanding patient needs
- Competent in the use of MS Office and Outlook
- Ability to use own initiative, discretion, and sensitivity
- Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Excellent communication skills and effective in communicating and understanding patient needs
- Sensitive and empathetic in distressing situations
- Effectively utilise resources
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Clear, polite telephone manner
- Flexible and cooperative
- Motivated
- Good organisational skills
Desirable
- Clinical IT system user skills and the ability to record accurate notes
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Demonstrate personal accountability, emotional resilience and work well under pressure
