Job summary
Vine Medical Group is recruiting for a full time Medical
Administrator to join our Administration Team.
Our patients are at the heart
of what we do. Working behind the scenes you will be responsible for a variety
of administrative tasks that ensure our patient's clinical information is
handled safely and securely.
As a member of the team, you
will work both independently and collaboratively to support the smooth running
of daily work tasks, prioritising and working flexibly with colleagues to meet
deadlines and provide a high level of patient service through the processing of
clinical information.
This is a full time role working 37.5 hours per week, Monday to Friday with a working pattern of either 8:30am to 5:00pm or 9:00am to 5:30pm.
Please note that we reserve the right to close applications
for this vacancy early if there is a high volume of applications.
We encourage and welcome applications from veterans and
service leavers.
Main duties of the job
To provide
an effective and high-quality administrative service ensuring patients clinical
information is handled safely and securely.
To monitor, review and action incoming correspondence, documentation,
data and tasks in timely manner and in accordance with Practice protocols.
About us
Vine Medical Group is one of the largest practices in the
locality. We care for around 26,500
patients across the whole of the Waterlooville area and its surrounding
villages. This larger size means more
diverse learning and development opportunities are possible to aid with longer
term career development goals. We are a family-friendly practice and try to
accommodate working patterns to suit as far as we can.
We operate across four locations; the Forest End, Waterlooville Health
Centre, Aintree and Stakes Lodge sites.
We employ a multi-skilled team including GPs, Practice Nurses, Advanced Nurse
Practitioners, Healthcare Assistants, Paramedics, Pharmacists and skilled
administrative teams who support the smooth running of the Practice.
We are rated Good by the CQC.
Job description
Job responsibilities
- To carry out administrative tasks relating to patient
records, including the location of patient documentation, post opening and
distribution, scanning, electronic filing, photocopying and records management
- To ensure that all incoming and internal patient
correspondence is stored on/in the patients medical record, forwarded to
clinicians as appropriate and relevant information is coded
- To identify and refer any clinical actions to the
appropriate clinician
- To manage and maintain all clinical worklists and related
systems for example, CMCS
- To action clinical tasks through EMIS and respond to tasks
from other colleagues
- To monitor, housekeep and action own emails and allocated
administration team
- To receive incoming, and initiate outgoing, telephone calls
to facilitate timely and appropriate communications with others, taking
messages and dealing with appropriate queries
- To liaise with hospitals and other agencies on behalf of
patients and GPs in relation to appointments, admissions and clinical
correspondence
- To assist with the gathering of administrative data and
information; recording, reporting and presenting as required
- To assist with the preparation and review of work-related
protocols and ensure adherence
- To support with other administrative related tasks as
required, including replenishing office stationery, internal mail collection
and distribution and franking / sending of external post
- To support colleagues with training and keep informed of
local and government updates
- To alert Team Lead or Senior Management of any issues that
may impact patient safety or service quality
- To be familiar with patient safety policy and reporting
(QUASAR) and awareness of the process and key stakeholders for safeguarding
referrals
- To maintain accurate patient / clinical records in
conjunction with Practice policies and current legislation
- To adhere to the strict confidentiality rules, as agreed by
the practice
- To work safely at all times in accordance with legislative
requirements and Practice Policy and Procedures
Other responsibilities as delegated may include:
- To action patient registration, removal or update of
personal details ensuring electronic data and paper records are correctly
transferred, received or updated as appropriate
- To provide an efficient service for the timely management of
non-NHS work requests; communicating with a number of different agencies as
well as our patients, including solicitors, insurance companies and other
service providers including the DWP and DVLA
- To action payment requests for non-NHS work in a timely
manner, ensuring payment has been received prior to issue of completed work
- To accurately Read Code all relevant clinical information to
patient records / clinical systems and to maintain up to date knowledge of Read
Codes and medical terminology
Job description
Job responsibilities
- To carry out administrative tasks relating to patient
records, including the location of patient documentation, post opening and
distribution, scanning, electronic filing, photocopying and records management
- To ensure that all incoming and internal patient
correspondence is stored on/in the patients medical record, forwarded to
clinicians as appropriate and relevant information is coded
- To identify and refer any clinical actions to the
appropriate clinician
- To manage and maintain all clinical worklists and related
systems for example, CMCS
- To action clinical tasks through EMIS and respond to tasks
from other colleagues
- To monitor, housekeep and action own emails and allocated
administration team
- To receive incoming, and initiate outgoing, telephone calls
to facilitate timely and appropriate communications with others, taking
messages and dealing with appropriate queries
- To liaise with hospitals and other agencies on behalf of
patients and GPs in relation to appointments, admissions and clinical
correspondence
- To assist with the gathering of administrative data and
information; recording, reporting and presenting as required
- To assist with the preparation and review of work-related
protocols and ensure adherence
- To support with other administrative related tasks as
required, including replenishing office stationery, internal mail collection
and distribution and franking / sending of external post
- To support colleagues with training and keep informed of
local and government updates
- To alert Team Lead or Senior Management of any issues that
may impact patient safety or service quality
- To be familiar with patient safety policy and reporting
(QUASAR) and awareness of the process and key stakeholders for safeguarding
referrals
- To maintain accurate patient / clinical records in
conjunction with Practice policies and current legislation
- To adhere to the strict confidentiality rules, as agreed by
the practice
- To work safely at all times in accordance with legislative
requirements and Practice Policy and Procedures
Other responsibilities as delegated may include:
- To action patient registration, removal or update of
personal details ensuring electronic data and paper records are correctly
transferred, received or updated as appropriate
- To provide an efficient service for the timely management of
non-NHS work requests; communicating with a number of different agencies as
well as our patients, including solicitors, insurance companies and other
service providers including the DWP and DVLA
- To action payment requests for non-NHS work in a timely
manner, ensuring payment has been received prior to issue of completed work
- To accurately Read Code all relevant clinical information to
patient records / clinical systems and to maintain up to date knowledge of Read
Codes and medical terminology
Person Specification
Qualifications
Essential
- GCSE in English and Maths at Grade C/4 or equivalent
Desirable
- NVQ Level 2 in Business Administration or similar
Knowledge & Skills
Essential
- Strong administrative skills
- Excellent communication skills (written and oral)
- Good IT skills with a working knowledge of Microsoft 365
- Excellent organisational and time management skills, able to manage and prioritise workload
- High level of attention to detail and accuracy
- Understanding of confidentiality
- Ability to work as an effective part of team
Desirable
- Working knowledge of EMIS / medical systems
- Knowledge of medical terminology
Experience
Essential
- Previous experience within an administrative role
Desirable
- Experience of working in a GP Practice
- Experience of read coding or summarising
Person Specification
Qualifications
Essential
- GCSE in English and Maths at Grade C/4 or equivalent
Desirable
- NVQ Level 2 in Business Administration or similar
Knowledge & Skills
Essential
- Strong administrative skills
- Excellent communication skills (written and oral)
- Good IT skills with a working knowledge of Microsoft 365
- Excellent organisational and time management skills, able to manage and prioritise workload
- High level of attention to detail and accuracy
- Understanding of confidentiality
- Ability to work as an effective part of team
Desirable
- Working knowledge of EMIS / medical systems
- Knowledge of medical terminology
Experience
Essential
- Previous experience within an administrative role
Desirable
- Experience of working in a GP Practice
- Experience of read coding or summarising