Administrator / Coder

Job summary

The Administrator is responsible for undertaking a wide range of administrative duties and for the provision of general support to the multidisciplinary team.

The Administrator is a key part of the team. You will ensure an effective and efficient administrative service is provided to the Practice. You will work primarily at our Pinhoe premises but you may be required to work at our Broadclyst surgery from time to time. To promote our ethos of good team working, you will assist the Patient Services Administration team for the first hour of your shift on the days where you start at 8am. This will involve answering the telephone and dealing with a variety of patient queries in a polite and professional manner.

Enthusiasm, professionalism, strong teamwork ethos and attention to detail are skills that are required of the post-holder. A good level of IT skills is also a requirement as there are many systems that the post holder will need to use.

Main duties of the job

a. Taking ownership of the clinical document process to include opening the post, scanning the documents, clinically coding the documents, carrying out any appropriate action contained within the document, determining if it requires forwarding to the patients registered GP (following a robust standard operating procedure).

b. Processing, including the coding of, and responding to, highly confidential safeguarding documents.

c. Initiating contact with and responding to, requests from patients, team members and external agencies.

d. Processing GP2GP transfers (electronic transfer of patients medical records to or from the practice) and following up on any anomalies.

e. Receiving and processing of insurance reports and other forms including raising invoices and accurately recording the request and its progress in EMIS Web (clinical system).

f. Adhoc coding such as from immunisation campaigns.

g. Summarising of incoming patients medical records (specific external training will be provided).

h. Receiving and processing patients request for copies of their medical records (subject access requests).

i. Taking ownership of the recall process for chronic disease and long-term conditions.

j. Booking private medicals.

k. Receiving and actioning emails through the administrators generic team email inbox.

.....See job description for the full list of duties......

About us

We are a two-site dispensing Practice situated on the eastern edge of Exeter with 16,750 patients extending into the countryside of East Devon. The area boasts access to city life, Dartmoor, Exmoor and beautiful beaches. We have 7 GP Partners, 4 Salaried GPs and 2 Retainer GPs. 5 Practice Nurses, 1 Nursing Associate, 3 HCAs and 1 phlebotomist. We also have an expanding multi-professional community team including: an Occupational Therapist, two Clinical Pharmacists, First Contact Physiotherapists, Social Prescribers, a Dietitian, two Paramedics and a Mental Health Nurse.

We are an EMIS Web practice and have recently begun using iGPR for medical reports and SARS. We are a teaching and training practice also, so will often have trainee and student GPs working alongside us.