Kingswinford Medical Practice

Medical Secretary / Workflow Administrator

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Job summary

Kingswinford Medical Practice are looking to recruit an experienced organised, methodical and logical medical secretary / workflow administrator to work within our document flow team.

Experience of medical secretary or coding work is essential.

Excellent communication, computer and interpersonal skills are essential. The role also requires a great attention to detail and an ability to work efficiently under pressure and as part of a team.

You will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Our document flow team consists of five administrators and a manager. They work alongside our reception, administration and clinical teams.

Main duties of the job

The main functions of the role are to type letters, referral forms and reports, process referrals using the electronic referral system (ERS), scan, allocate and code clinical correspondence updating patients clinical records in line with Practice protocols. Summarise new patient records, prepare copies of patient records using the iGPR system for SARs and medical record requests and assist with online access to medical record requests.

Working pattern: 30 - 37.5 hours per week over 4-5 days.

About us

Kingswinford Medical Practice is a partnership of five General Practitioners. It is a well established surgery and, because of its geographical location, serves the communities of Kingswinford, Wall Heath, Pensnett, Brierley Hill, Wordsley and the nearby villages of Swindon and Hinksford.

Our staff are an enthusiastic team of professionals who aim to provide the best service possible for all our patients. The practice prides itself in encouraging a positive attitude towards good health and will always try to be flexible and accommodating to patients' needs.

We are a friendly team of 30 who serve 8400 patients. We are an active participant in the Kingswinford and Wordsley PCN and also host a range of additional healthcare professionals including a paramedic practitioner, pharmacists, first contact physiotherapists, an Occupational Therapist, Nurse Associates and a Health and Wellbeing Coach.

Date posted

12 July 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A2240-24-0001

Job locations

Standhills Road

Kingswinford

West Midlands

DY6 8DN

Job description

Job responsibilities

Job Summary

The practice has implemented a workflow programme, whereby workflow administrators are able to code and action up to 80% of clinical correspondence, resulting in more consistent clinical records and enhanced data quality.

This role will provide administrative support to the Practice Management Team and all health professionals.

The main responsibilities of the post-holder will be to scan and read code relevant information from clinical correspondence and other sources into patient records using the Emis web and docman systems; type letters, referral forms, reports and associated documentation as required; process referrals using the electronic referral system (ERS), to maintain an accurate referrals database whilst working strictly in accordance with the Practice protocols and to process requests for copies of medical records and facilitate online access to medical records.

Operational responsibilities

Review all incoming correspondence received by or created within the practice.

Ensure all patient related mail is scanned into the patients clinical record daily

Identify important medical information that needs to be applied to the patient record

Apply policy / protocol to determine whether each document needs to be reviewed by others at the practice

Process and code medical and non-medical correspondence as appropriate

Culling and sorting new patient records and letters in preparation for summarising

Reviewing new patients medical records and producing an accurate summary of the patients medical history.

Typing letters, referral forms, reports and associated documentation as required

Processing referrals using the electronic referral system (ERS)

Maintaining an accurate referrals database

Supporting all clinical staff with general administrative tasks as requested

Liaise with doctors, patients, secondary care and other staff and outside agencies to resolve any queries or facilitate referrals.

Carry out required tasks utilising the EMIS Web functionality

Processing requests from external organisations such as the local police, solicitors, DVLA and other agencies

Processing SARs and medical record requests and assisting with online access to medical record requests using the iGPR system

To action all incoming email

Managing all enquires in an effective manner

Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

Effectively manage nominated areas of responsibility

Make suggestions for enhancing the quality of the services that the practice offers

Filing and retrieving paperwork

To participate in all practice training, as necessary.