Job responsibilities
JOB
DESCRIPTION
JOB TITLE: Medical Records Administrator
REPORTS TO: ADMIN TEAM MANAGER
HOURS: 15
hrs per week
Flexible
hours between 08:00 and 18:00 Monday Friday
SALARY: £12.60 per hour
£24,570
per annum (FTE)
Job Summary/Overview
To ensure the accurate and timely
management of patient medical records, both electronic and paper-based, in line
with practice protocols and NHS information governance standards. The
post-holder will be responsible for patient registrations, deductions,
summarising medical records, managing online and proxy access, and maintaining
the organisation of Lloyd George notes.
This role is essential to the smooth
operation of the practice and supports safe, high-quality patient care.
Key
Responsibilities
1.
Registrations and Deductions
- Process new patient registrations on SystmOne,
ensuring patient details are entered accurately and verified in line with
NHS and PCSE guidance.
- Manage patient deductions (leavers), ensuring
medical records are appropriately handled, transferred, or archived.
- Liaise with PCSE and other GP practices regarding
patient record transfers.
2.
Summarising and Coding
- Summarise and read-code relevant medical information
from incoming patient records.
- Ensure all key diagnoses, allergies, and past
medical history are accurately entered on SystmOne.
- Maintain data quality standards to support QOF,
clinical audits, and patient safety.
3.
Online and Proxy Access
- Process patient applications for online access and
proxy access in accordance with NHS Digital guidance and practice
protocols.
- Verify identification and apply appropriate access
levels in SystmOne.
- Maintain accurate records of access permissions and
ensure timely review or removal when necessary.
4.
Filing and Lloyd George Records
- File and retrieve paper medical records (Lloyd
George envelopes) efficiently and accurately.
- Maintain an organised and secure filing system in
compliance with data protection and confidentiality policies.
- Locate records for clinicians or administration upon
request.
- Assist with digitisation or archiving projects as
required.
General:
Be familiar with the practice computer systems, both
clinical and office systems.
Develop an understanding of the practice IT system,
and IT service desk.
Attendance and involvement at Significant Event and
Clinical meetings when required.
Have an understanding of QOF and the impact of Care
Navigation on that.
Have an understanding of CQC compliance in so far as
Care Navigation is concerned.
Understand security and fire alarm systems and be
able to respond to any problems in the absence of the Operations Lead, Deputy
Practice Manager and/or Practice Manager.
Be able to arrange emergency/urgent call outs for
maintenance or utility issues.
During the absence of the Deputy Practice Manager
& Practice Manager take responsibility for any minor problems that may
occur.
Confidentiality:
In the course of seeking treatment, patients entrust
us with, or allow us to gather, sensitive information in relation to their
health and other matters. They do so in confidence and have the right to expect
that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this
Job Description, the post-holder may have access to confidential information
relating to patients and their carers, practice staff and other healthcare
workers. They may also have access to information relating to the practice as a
business organisation.All such information from any source is to be
regarded as strictly confidential.
Information relating to patients, carers,
colleagues, other healthcare workers or the business of the practice may only
be divulged to authorised persons in accordance with the practice policies and
procedures relating to confidentiality and the protection of personal and
sensitive data.
Health
& Safety:
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the practice Health & Safety
Policy, to include:
Using personal security systems within the workplace
according to practice guidelines.
Identifying the risks involved in work activities
and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge
and skills.
Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards.
Reporting potential risks identified.
Equality
and Diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
Acting in a way that recognises the importance of
peoples rights, interpreting them in a way that is consistent with practice
procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs
of patients, carers and colleagues.
Behaving in a manner which is welcoming to and of
the individual, is non-judgemental and respects their circumstances, feelings
priorities and rights.
Safeguarding:
The Practice
is committed to safeguarding children, young people and vulnerable adults
within its care. As an employee of the practice, you will be accountable for
ensuring that you know how to respond to concerns for the safety of a child,
young person or vulnerable adult and are expected to undertake the required
mandatory training as required.
Personal/Professional
Development:
The
post-holder will participate in any training programme implemented by the
practice as part of this employment, such training to include:
Participation in an annual individual performance
review, including taking responsibility for maintaining a record of own
personal and/or professional development.
Taking responsibility for own development, learning
and performance and demonstrating skills and activities to others who are
undertaking similar work.
Quality:
The
post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and
risk.
Assess own performance and take accountability for
own actions, either directly or under supervision.
Contribute to the effectiveness of the team by
reflecting on own and team activities and making suggestions on ways to improve
and enhance the teams performance.
Work effectively with individuals in other agencies
to meet patients needs.
Effectively manage own time, workload, and
resources.
Communication:
The post-holder should recognize the importance of
effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of
communication and respond accordingly.
Contribution
to the Implementation of Services:
The
post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how the
policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Flexibility:
This job description is not intended to be
exhaustive. The post holder will be expected to adopt a flexible attitude
towards the duties outlined, which may be subject to adjustments at any time in
consultation with the post holder and in line with the needs of the business.
You may also be asked from time to time to be flexible in your working hours as
per the needs of the practice.
This job description is subject to periodic
review and amendment in consultation with the post-holder in the light of
changing circumstances. As the
organisation grows and develops it is likely that this role will develop too
and the postholder may be required to undertake additional
duties/responsibilities.